Job Description

Requisition No: 868833

Agency: Children and Families

Working Title: STAFF ASSISTANT OPS - 60955519

Pay Plan: Temp

Position Number: 60955519

Salary: $18.38 per hour

Posting Closing Date: 01/29/2026

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The Florida Department of Children and Families (DCF) isthe 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 Staff Assistant OPS within the Recovery Division. 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 various data collection, review, recording, and filing for the operation of the department. Prepares reports and routes as needed. Maintains records of STC assignments as these are submitted to the department monthly; maintains appropriate files and summary records for these assignments. Informs supervisor of problems/issues regarding assignments. Inputs data directly into computer system and generates monthly reports and graphs. Makes independent decisions regarding data accuracy, appropriateness, and communicates decisions and actions to department head. Operates and/or utilizes a variety of office machines, including computer network, fax copiers, word processor, typewriter, calculators, etc. Monthly reports include: 1) Compiles data from all service team coordinators including data from Shady Oaks living areas for the (FSI) Hospital Wide Assessment Report. Conducts data analysis to indicate the percentage of assessments completed and if they are done on time for all disciplines hospital wide. Creates graphs for assessment data and sends out hospital wide. The Hospital Wide Assessment data is posted on the Executive Summary of Performance, done on the 2nd week of the month. 2) Creates team member attendance report using data from all STC’s including Shady Oaks living area; posts the attendance information into the attendance data report. Calculates data and prepares reports of all community personnel attendance at all service team meetings, to be used at the provider meetings. Prepares all provider attendance report data to be distributed at the monthly provider meetings. Serves as the primary contact for provider questions or concerns regarding attendance data.
• Creates and maintains Service Team calendars for all SIP (17) living areas, based on the admission date of the individual (on a quarterly basis). Updates calendars daily of any changes to the team schedules. Once calendars are created, prints 416 copies to be mailed out hospital wide to various disciplines.
• Exports data from the hospital database and creates and maintains spreadsheets for Community and Relation mail-outs done quarterly. Enters service planning schedules on spreadsheets. Performs daily mail-out of letters to Community and Relations advising of any service planning changes and or any new admissions, involving approximately 30 – 60 letters a day. With quarterly mail out, sorts community liaison spreadsheet and maisl approximately 65 spreadsheets to each liaison. Prepares and sends approximately 615 letters to families quarterly, to be completed a month before next quarter begins. .
• Keeps the database up to date regarding Community Liaison changes, and or any address changes. Coordinates with Social Work to update the database of any family address changes. Upon any changes made, mails out letters to community and relations. Communicates with Community and Families as needed.
• Performs all clerical work related to supervisor activity with STCs (timesheet, employee files, performance appraisals), policies and procedures, as well as for supervisor’s training and teaching activities
• Performs other duties as assigned.      

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 accredtited 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) 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 REQUIREMENTOnly 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.