ADMINISTRATIVE ASSISTANT II - SES - 60000040

Requisition No: 885425

Agency: Children and Families

Working Title: ADMINISTRATIVE ASSISTANT II - SES - 60000040

Pay Plan: SES

Position Number: 60000040

Salary: $55,000

Posting Closing Date: 11/03/2026

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Administrative Assistant II – SES (Selected Exempt Service)

Department of Children and Families

Location: Headquarters - 2415 N Monroe Street Tallahassee FL 32303

THIS IS NOT A TELEWORK POSITION.

CANDIDATE WILL BE REQUIRED TO WORK IN THE OFFICE.

Some travel may be required.

Regular business hours are 8:00 am - 5:00 pm EST, Monday to Friday.

If selected for hire, current DCF employees will be compensated in accordance with the DCF salary policy.

What you will do:

This position provides highly responsible administrative support to the Deputy Assistant Secretary of Operations and the Deputy Assistant Secretary of Administration within the Office of Child and Family Well-Being. The incumbent may have direct access to agency management and confidential information concerning employer-employee relations, collective bargaining, personnel matters, and budget development, preparation, or impact, as defined in Section 447.203(4) and (5), Florida Statutes. Conducting research; preparing reports and correspondence; responding to information requests; assisting with program management and constituent inquiries; receiving visitors; coordinating conference calls; and scheduling meetings. The incumbent may also train and supervise clerical support staff.

The incumbent serves as one of the office’s Human Resources liaisons, coordinating communications and preparing, reviewing, and submitting personnel documents, including new hire and separation paperwork, Requests for Personnel Action, position descriptions, and Classification Request Forms. Attends Human Resources meetings, stays current on procedural changes, and communicates updates to staff. Maintains accurate personnel files and organizational charts, tracks performance evaluation due dates, and ensures required personnel documentation is complete and submitted timely.

Processes correspondence, researches relevant subject matter, and drafts responses. Assists in preparing, reviewing, and formatting reports, publications, and other materials for accuracy, clarity, and completeness.

Reviews and distributes incoming correspondence and maintains organized records of correspondence and documents. Tracks assignments and due dates for the Deputy Assistant Secretaries' direct reports and other staff as well as assignments to the Deputy Assitant Secretaries from the Assistant Scretary to ensure timely completion. Provides guidance on administrative assignments, establishes completion timelines, and follows up to ensure office deadlines are met.

Coordinates travel arrangements for the Deputy Assistant Secretaries and other staff as needed, maintains travel records, and communicates itineraries and updates. Prepares and submits accurate travel reimbursement documentation promptly and in accordance with Department rules and procedures. Prepares the Deputy Assistant Secretaries' state vehicle log and submits to the Statewide Fleet Manager no later than the 5th day of every month.

Assists with purchasing and/or leasing materials, supplies, and equipment as needed. Tracks invoices and completes payment processing in a timely manner, to ensure that providers are paid timely. Keep supplies organized and neat. Acts as approver/reconciler for Pcard charges and provides the appropriate paperwork for payments, on time and in a manner consistent with Department rules, policies and procedures.

Performs other related duties as assigned, including providing backup support to the Personal Secretary I to ensure continuity of office operations.

Responsible to attend executive and senior level meetings, workgroups, and/or forums to take meeting minutes, prepare and distribute materials, and ensure any documents requiring distribution are completed timely.

Knowledge, skills and abilities, including utilization of equipment, required for the position: Knowledge of administrative practices and procedures supporting executive leadership; coordination with Human Resources; applicable policies and procedures governing travel, reimbursements, purchasing, records management, and state vehicle documentation; professional correspondence, business writing, and document preparation; and confidentiality requirements for sensitive personnel and departmental information.Skill in managing executive calendars, coordinating meetings, arranging travel, and resolving scheduling conflicts; drafting, proofreading, and formatting correspondence, reports, presentations, and executive briefing materials; using Microsoft Suite (Outlook, Word, Excel, PowerPoint, etc.), and related office applications; developing and maintaining trackers for assignments, deadlines, personnel actions, reports, and special projects; organizing meetings, recognition activities, and special events; and communicating professionally with staff, executive leadership, external partners, and members of the public. Ability to anticipate executive needs, exercise sound judgment, and work independently with limited supervision; prioritize competing assignments, adapt to changing demands, and meet deadlines while maintaining accuracy; handle confidential and sensitive matters with discretion and professionalism; coordinate across programs, monitor outstanding assignments, and follow through to completion; prepare complete and accurate briefing materials for executive review; establish and maintain effective working relationships and provide responsive customer service; identify administrative gaps and implement practical process improvements; and provide continuity of administrative support, including coverage for other executive offices when needed.

Educational Requirements :

- High school diploma

Work Experience Requirements:

- Two or more years in an administrative support role

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 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 .

Growth Opportunities:

With 12,000 employees across the state DCF promotes opportunities and training for all. Our jobs are among the most challenging, complex, and difficult in State government. They are also among the most rewarding. All employees are encouraged to take advantage of available Department opportunities for advancement and professional development.

Where you will work:

Florida is the only state that borders both the Atlantic Ocean and the Gulf of Mexico. In other words, no matter where you land in Florida, you’re never more than 60 miles from a body of saltwater. And if the beach isn’t your scene, there are 175 state parks to explore! 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. The Sunshine State is a great place to live and work – Come join our team!

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.

Vision:   We are a highly skilled workforce committed to empowering people with complex and varied needs to achieve the best outcomes for themselves and their families. 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.

Values:   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 https://www.myflfamilies.com/ .

- 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 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.S. 110.113 , and enrollment must be completed within the first 30 calendar days of your appointment.

SELECTIVE SERVICE:  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 26 th 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: http://www.sss.gov .

BACKGROUND SCREENING REQUIREMENT: Successful completion of background screening will be required for this position. 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.S., and, if applicable, 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.

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.