STAFF ASSISTANT OPS

Staff Assistant Ops - 60934063

The Florida Department of Children and Families (DCF) is the state of Florida's social services agency. The agency oversees services for child safety, fostering, adoption, domestic violence, adult protective services, refugees, homelessness, mental health,substance abuse, childcare providers, human trafficking and public assistance. Within DCF, the Substance Abuse and Mental Health (SAMH) Program office is recognized as the single state authority for substance abuse and mental health services.

This is a highly responsible and professional position serving as a Staff Assistant OPS within the Business Operations unit. The ideal candidate will be a collaborative team player who works seamlessly across all sections within the program office. This role requires the use of independent judgment, a proactive approach to responsibilities, and exceptional attention to detail. If you are driven, organized, and thrive in a fast-paced environment, we encourage you to apply.

Specific duties and responsibilities include:

• Acting as the HR liaison, facilitating, communicating and submitting documents/requests to HR. i.e, new hire packets, Request Personnel Actions, position descriptions, Classification Request Forms, etc.
• Providing documents and other related material as it pertains to all human resource actions.
• Assisting with the hiring process by scheduling/coordinating interviews.
• Coordinating required background screenings and new hire paperwork, files the recruitment and selection documents for required retention period.
• Preparing correspondence, reports, memorandums, documents/records staff meeting minutes, and other materials for dissemination.
• Preparing and submitting required security forms to obtain systems access for staff within the Recruitment Team as directed.
• Maintaining contact lists, appropriate filing or tracking systems, and performing general copying and mail distribution tasks.
• Compiles information and prepares reports.
• Monitoring supplies and maintaining advanced ordering to ensure a constant supply of forms, documents, materials/supplies and process travel request documents.
• Handling customer complaints and Department referrals/trackers, monitors, and follows up to ensure resolution.
• Keeping management fully informed of activities, pertinent issues, upcoming events, and potential problems.
• Providing customer service by handling complaints and routing to the appropriate area.
• Developing and maintaining tracking systems to ensure completion of assignments.
• Performing other related duties as required.

The ideal candidate will possess the ability to:

• Engage cooperatively and professionally with both internal and external stakeholders.
• Manage multiple high-priority projects simultaneously with agility and precision.
• Demonstrate flexibility and the ability to succeed both independently and with minimal direction.
• Understand and align with the vision of the Substance Abuse and Mental Health (SAMH) Program, executing projects, assignments, and policy updates accurately and on time in a fast-paced environment.
• Collaborate effectively within a team while also excelling when working independently.
• Analyze challenges and propose thoughtful, practical solutions to complex problems.
• Conduct thorough research to identify and recommend the most strategic and effective course of action—the best "yes."

Knowledge, skills and abilities required for the position:

• Knowledge of office procedures and practices.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of the methods of data collection.
• Knowledge of basic arithmetic.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to deal with the public in a tactful and courteous manner.
• Ability to perform basic arithmetical calculations.
• Ability to work independently.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

Minimum qualifications:

• Three years of secretarial or clerical work experience.
• College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required work experience.
• Vocational/technical training in the area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required work experience.
• A high school diploma or its equivalent can substitute for one year of the required work experience.

Candidate profile (application) requirements:

• Candidate profile (application) must be complete in its entirety.
• Work history - entered with the most recent/current listed first: Any and all State of Florida jobs Any and all Florida University jobs All periods of employment Periods of unemployment Gaps 3 months or more* Education Volunteer Experience Include supervisor names and phone numbers including current place of employment.
• * Gaps 3 months or more must be addressed – you will need to account for and explain any gaps in employment including unemployment. You can either list these in your application under Period of Employment or attach a word document listing your gaps.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
• If claiming Right to First Interview, candidate MUST attach a copy of your official layoff letter when applying. This only applies to employees laid off from Career Service positions.

Location: Tallahassee, FL, US, 32303