ADMINISTRATIVE ASSISTANT I - 60037497

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 

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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.