FULL-TIME ADMINISTRATIVE PROFESSIONAL

Children and Families

ADMINISTRATIVE ASSISTANT I OPS - 60930001

Pay Plan: Temp
Salary: $22-$24 (Hourly)
Total Compensation Estimator ToolDepartment of Children and Families Tallahassee, Florida
THIS IS NOT A TELEWORK POSITION. CANDIDATE WILL BE REQUIRED TO WORK IN OFFICE.
This is a full-time position working 40 hours per week.
Regular business hours of operation are 8:00 AM to 5:00 PM EST, Monday - Friday.
Some travel may be required.

The incumbent will act as the HR liaison, facilitating, communicating, and submitting documents/requests to HR, including new hire packets, Personnel Action Requests, position descriptions, Classification Request Forms, and related documentation. This position provides highly responsible administrative support for the Office of Child and Family Well-Being. The incumbent may have direct access to agency managerial employees and confidential information related to employer/employee relations, collective bargaining, personnel issues, and budget development, preparation, or impact as defined in Section 447.203(4) & (5), F.Duties include, but are not limited to, conducting research, preparing reports, handling information requests, assisting with program and project management, assisting constituents, and performing administrative and clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, and maintaining calendars for managers or departments. Incumbents may also train and supervise lower-level clerical staff.

The position provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects. Responsibilities include coordinating meetings, conferences, and travel arrangements, including making travel arrangements for the Director and staff when requested, tracking travel information, and preparing travel reimbursement paperwork in accordance with department rules. The role also includes preparing reimbursements for external travelers for summits and conferences as needed.The incumbent processes correspondence by investigating subject matter, drafting responses, reviewing, assigning, and tracking correspondence assignments, and preparing reports, publications, spreadsheets, presentations, and other materials. Administrative problem-solving is performed by coordinating reports, analyzing data, identifying solutions, and tracking deadlines, milestones, deliverables, and action items.
The incumbent maintains office and project systems by organizing and maintaining filing systems (digital and paper), updating records, spreadsheets, tracking systems, and project software, and ensuring accurate documentation and recordkeeping.Office support duties include answering and directing phone calls, emails, and correspondence; ordering office supplies; maintaining inventory by checking stock levels, anticipating needs, placing and expediting orders, and verifying receipt of supplies.The role also supports onboarding and HR documentation, assists with travel arrangements and expense reports, ensures confidentiality of company and employee information, and follows up on pending or incomplete tasks.

Additional responsibilities include attending meetings and recording minutes, assisting with project tracking and coordination, monitoring project progress, budgets, materials, and resource usage, assisting project managers with scheduling and logistics, supporting problem-solving and issue resolution, ensuring compliance with company procedures and standards, and assisting with quality control and site inspections when needed.
Serve as the HR liaison by preparing, processing, and submitting HR-related documents such as new hire packets, personnel action requests, position descriptions, and classification forms.

• Provide administrative support to the Office of Child and Family Well-Being, including handling confidential information related to personnel, labor relations, and budget matters in accordance with applicable regulations.
• Conduct research, prepare reports, and respond to information requests in support of program and project activities.
• Perform general administrative duties including preparing correspondence, managing phone and email communications, scheduling meetings, maintaining calendars, and coordinating conference calls and visitors.
• Coordinate meetings, conferences, and travel arrangements, including preparing itineraries and processing travel and expense reimbursements.
• Draft, review, and track correspondence, reports, and other documents; Maintain organized filing systems and update records, databases, spreadsheets, and tracking systems to ensure accurate documentation.
• Order and maintain office supplies by monitoring inventory, placing orders, and verifying receipt of materials.
• Support onboarding processes and maintain HR documentation while ensuring confidentiality of employee and organizational information.
• Assist with project coordination, including tracking progress, monitoring budgets and resources, supporting scheduling and logistics, and assisting with issue resolution.
• High school diploma or equivalent required.

Work Experience Requirements:
Previous experience in office management or clerical positions are preferred but not required.

Software Proficiency:
Reporting Skills, Administrative Writing Skills, Microsoft Office Skills, Managing Processes, Organization, Analyzing Information, Professionalism, Problem Solving, Supply Management, Inventory Control, and Verbal Communication.

Travel:
Percentage of Travel: 10-15%

Growth Opportunities: With 12,000 employees across the state DCF promotes opportunities and training for all. Meanwhile, Floridians hail from a wide range of backgrounds, cultures, ethnicities, and walks of life, making it an incredibly diverse melting pot that many residents and visitors to Florida love. About Department of Children and Families: Mission: The mission of the Department of Children and Families is to work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency.

In collaboration with community stakeholders, we will deliver world class and continuously improving service focused on providing the people we serve with the level and quality that we would demand and expect for our own families.

A workforce that operates with integrity maintains loyalty to a code of ethics that requires the courage to take responsibility for providing the highest quality of service to the vulnerable. We are a solutions-focused learning organization built on a foundation of transparency in action and accountability of results. Both within the organization and among our stakeholders, we thrive in a culture of respect for diversity of opinion that is nurtured through open communication. High performing and committed, we are unified in our goal of excellence in achieving quality outcomes for those we serve. To learn more please visit you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be suspended or voided, and you will be required to repay all benefits received depending upon the date of your retirement. The position will perform all job tasks in accordance with laws, rules, regulations, policies, and requirements applicable to state and federal laws or procedures. We hire only U.S. citizens and lawfully authorized alien workers. Participation in the State of Florida Direct Deposit Program is required as a condition of employment per F.Male candidates born on or after October 1, 1962, will not be eligible for hire or promotion into an authorized position unless they are registered with the Selective Service System (SSS) before their 26th birthday or have a Letter of Registration Exemption from the SSS. Verification of Selective Service registration will be conducted prior to hire. For more information, please visit the SSS website:

It is the policy of the Florida Department of Children and Families that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and also be screened in accordance with the requirements of Chapter 435, F.Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies.Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center View phone number on click.appcast.io). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.
All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.