ADMINISTRATIVE ASSISTANT I - 60037497
Date: Oct 28, 2025
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Requisition No: 864162
Agency: Children and Families
Working Title: ADMINISTRATIVE ASSISTANT I - 60037497
Pay Plan: Career Service
Position Number: 60037497
Salary: $34,760.00 - $58,095.61 Annually
Posting Closing Date: 11/04/2025
Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)
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. The agency's mission 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.
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. The Office of SAMH is statutorily responsible for the planning, evaluation, and implementation of a comprehensive statewide system of care for the prevention, treatment, and recovery of children and adults with serious mental illnesses or substance use disorders .
Northeast Florida State Hospital (NEFSH) is a 613-bed, licensed mental health treatment facility that provides person-centered services to adults suffering from severe and persistent mental illness. The hospital, located in Macclenny, was established in 1959 and is the largest state operated civil treatment facility.
NORTHEAST FLORIDA STATE HOSPITAL IS A TOBACCO FREE FACILITY.
TO BE CONSIDERED FOR THIS POSITION RESPONSES TO THE QUALIFYING QUESTIONS ARE REQUIRED AND MUST BE VERIFIABLE BASED ON YOUR SUBMITTED APPLICATION.
This is a highly responsible and professional position serving as the Administrative Assistant I within the Clinical Services 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:
Highly responsible position requiring independent judgement & the ability to assist management with coordination of a broad & complex range of activities & assignments associated with the Office of Medical Executive Director (MED). A highly visible administrative position serving primarily in the capacities of medical staff coordinator & assistant to the MED. Requires the ability to coordinate & comunicate among a variety of professional staff persons, physicians, managers, vendors & hospital administration.
Responsible for preparation of all routine correspondence for the MED & scheduling of all physician activities from the MED Office.
Maintains MED office calendar and schedules MED meetings.
Receives, sends & manages e-mail for the MED Office.
Prepares travel authorizations & reimbursements for the MED & Medical Staff.
Receives & distributes office mail & receives phone calls.
Coordinates hospital wide physician coverage for Psychiatry, Primary Care, Acute Care Clinic, After Hours, Weekend & Holiday coverage.
Distributes daily physician coverage report to all living areas.
Ensures daily Medication Exception Requests (MER's) are reviewed by MED or designee & submitted to Pharmacy for dispensing.
Receives admission referral packets & routes for Psychiatric & Primary Care review.
Receives Medical Staff timesheets & ensures accuracy with People First.
Completes personnel administrative duties for the MED Office.
Receives Social Security Administration forms from Accounting & distributes to attending physician. Prepares Quarterly Physician Allocation Agreements for physicians & submits to Accounting.
Receives & inputs monthly USP data & updates graphics for Quality Review Board each month.
In coordination with the MED & Professional Staff Organization (PSO) / Executive Committee & in accordance with the PSO By Laws, incumbent is responsible for assuring the effective management & implementation of the credentialing & recredentialing process for members of the Medical Staff.
Attends & prepares official minutes for PSO Executive/Credential Committee Meetings.
Prepares credential reports for Governing Body review & approval.
Associated tasks include Confirmation of licensure status & physician profile with the Department of Professional Regulation; Confidential web-based queries with the National Practitioner Data Bank; Verification of U.S. citizenship & board certifications; Verification of confidential prescribing authority from the Drug Enforcement Agency & Department of Justice.
Maintains confidential credential files for Medical Staff as required AHCA.
Independently performs special assignments & projects as assigned by the MED & prepares a variety of reports & data analysis.
Attends & prepares official minutes for Medical Staff Meetings.
Schedules ECT meetings and in coordination with MED, Risk Management & Medical Records, receives mortality reports & ensures reports are received in timely manner.
Provides follow-up as needed.
Receives physician requests for psychiatric consultations and serves as coordinator for the University of Florida, Dept. of Psychiatry teaching program for monthly clinical rotations for 3rd year medical students.
Completes and submits student teaching reports as required by UF.
Assists MED with recruitment & prepares hiring packets.
Assists MED with orienting new physicians to hospital practices & procedures.
Assists physicians in coordinating various work issues.
Serves as liaison to pharmaceutical vendors & ensures compliance with DCF procedures.
Other duties as assigned.
Knowledge, Skills and Abilities required for the position:
Knowledge of administrative principles and practices.
Knowledge of office procedures and practices.
Knowledge of the methods of data collection.
Knowledge of the principles and techniques of effective communication.
Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
Ability to prepare correspondence and administrative reports.
Ability to understand and apply applicable rules, regulations, policies and procedures.
Ability to utilize problem-solving techniques.
Ability to work independently.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively.
Ability to establish and maintain effective working relationships with others.
Minimum Qualifications:
A bachelor's degree from an accredited college or university is preferred and one year of administrative experience.
A master's degree from an accredited college or university can substitute for the required experience.
Administrative or clerical experience can substitute on a year-for-year basis for the preferred college education.
Candidate Profile (application) must be completed in its entirety.
Include supervisor names and phone numbers for all periods of employment.
Account for and explain any gaps in employment so that the hiring process is not delayed.
Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
It is unacceptable to use the statement "See Resume" in place of responding to qualifying questions and entering work history.
If you experience problems applying online, please call the People First Service Center at (877) 562-7287.
Benefits of Working for the State of Florida:
Working for the State of Florida is more than a paycheck. The State's total compensation package for employees features a highly competitive set of employee benefits.
For a more complete list of benefits, visit www.mybenefits.myflorida.com .
DCF EMPLOYMENT DISCLOSURES
US CITIZEN REQUIREMENT Only US citizens and lawfully authorized alien workers will be hired.
SELECTIVE SERVICE SYSTEM REGISTRATION All selected 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). Verification of Selective Service registration will be conducted prior to hire. For more information, please visit the SSS website: http://www.sss.gov .
RETIREE NOTICE If 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 required to repay all benefits received depending upon the date of your retirement.
BACKGROUND SCREENING 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, if applicable, also be screened in accordance with the requirements of Chapter 435, F.S., and Chapter 408, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency. 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.
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.
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 (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.
The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.
VETERANS' PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans' Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans' Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans' Preference documentation requirements are available by clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement.
Location:
MACCLENNY, FL, US, 32063
Nearest Major Market:Jacksonville
