STAFF ASSISTANT - 60009950

State of Florida • Macclenny, FL

396d • $33,760 - $51,385

About The Position

The Staff Assistant position at the Northeast Florida State Hospital involves providing administrative support within the Substance Abuse and Mental Health (SAMH) Program office. This role requires collaboration with various sections of the facility, independent judgment, and a strong attention to detail to ensure efficient operations and accurate data management.

Requirements

• Three years of secretarial or clerical work experience.
• College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of required work experience.
• Vocational/technical training in secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of required work experience.
• A high school diploma or its equivalent can substitute for one year of the required work experience.

Nice To Haves

• Knowledge of office procedures and practices.
• Knowledge of effective communication principles and techniques.
• Knowledge of data collection methods.
• 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 and utilize problem-solving techniques.
• Ability to plan, organize, and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.

Responsibilities

• Perform various data collection, review, recording, and filing for the operation of the department.
• Prepare reports and route them as needed.
• Maintain records of RTC assignments submitted to the department monthly; maintain appropriate files and summary records for these assignments.
• Inform supervisor of problems/issues regarding assignments.
• Input data directly into the computer system and generate monthly reports and graphs.
• Make independent decisions regarding data accuracy and communicate decisions to the department head.
• Operate and utilize a variety of office machines, including computers, fax machines, copiers, and calculators.
• Compile data from recovery team coordinators for the Hospital Wide Assessment Report.
• Conduct data analysis to indicate the percentage of assessments completed on time for all disciplines hospital-wide.
• Create graphs for assessment data and distribute them hospital-wide.
• Create and maintain Recovery Team calendars for all SIP living areas, updating them daily.
• Export data from the hospital database and create spreadsheets for quarterly mail-outs.
• Perform daily mail-outs of letters to Community and Relations regarding recovery planning changes and new admissions.
• Prepare and send letters to families quarterly, updating them on any changes.
• Coordinate with Social Work to update the database of family address changes.
• Communicate with Community and Families as needed.
• Perform clerical work related to supervisor activity, including maintaining timesheets and training records.
• Serve as the hiring coordinator for the department, assisting with new hire communications and paperwork.

Benefits

• Health insurance
• Life insurance; $25,000 policy is free plus option to purchase additional life insurance
• Dental, vision, and supplemental insurance
• Retirement plan options, including employer contributions
• Nine paid holidays and one Personal Holiday each year
• Flexible Spending Accounts
• Opportunities for career advancement
• Tuition waiver for public college courses

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: High school or GED