Secretary Specialist Jobs (NOW HIRING)

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.

Florida State Hospital (FSH) is a mental health treatment facility owned and operated by the State of Florida and is part of the Department of Children and Families. The department'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."

This is a highly responsible and professional position serving as a Secretary Specialist within the Pharmacy Services. 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:

• Performs a wide variety of typing assignments including confidential assignments.
• Prepares a variety of administrative reports, statements, and rosters.
• Gathers data and other necessary information as directed.
• Acts as the official timekeeper for the department, prepares time sheets and acts as departments liaison with human resources and People First regarding time and other personnel matters.
• Establishes, maintains and revises record keeping and filing systems.
• Classifies, sorts and files correspondence, records and other documents.
• Records minutes of departmental meetings.
• Arranges meetings and conferences, schedules interviews and appointments and performs other duties related to maintaining the director's and assistant director's personal schedules.
• Engages in a variety of contacts outside and inside the hospital in order to obtain or relay information, arrange meetings, etc., often dealing with medical professionals and others with influence or importance to the hospital.
• Responsible for acceptance and screening of telephone calls for supervisor and the department and the appropriate routing of these calls.
• Responsible for arranging and ensuring that the telephone is answered and mail is received and distributed when out of the office during regular business hours.
• Track expenditures to produce pharmacy budget reports.
• Other assigned duties.

Knowledge, skills and abilities required for the position:

• Knowledge of standard business formats and styles for letters and business forms.
• Knowledge of office procedures.
• Knowledge of correct spelling, punctuation and grammar usage.
• Knowledge of basic arithmetic.
• Knowledge of basic filing practices.
• Knowledge of the techniques for handling telephone calls in a courteous and efficient manner.
• Skill in typing.
• Ability to transcribe dictation using notes or a dictating machine.
• Ability to organize files and other records.
• Ability to perform basic arithmetical calculations.
• Ability to use correct spelling, punctuation and grammar.
• Ability to type letters, memoranda and other standard business forms in correct format.
• Ability to operate general office equipment.
• Ability to handle telephone calls in a courteous and effective manner.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

Minimum qualifications:

• Two years of secretarial or clerical work experience; or
• Possession of a Certified Professional Secretary Certificate.
• College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required experience.
• Vocational/technical training in an area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required 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. If you experience problems applying online, please call the People First Service Center at (877) 562-7287.

Location: Chattahoochee, FL, US, 32324