ADMINISTRATIVE ASSISTANT I - 64003097

Florida; Tampa (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

The Florida Department of Health in Hillsborough County is seeking an Office Operations support position. The incumbent provides analysis and research on administrative matters, responds to public information requests, and maintains program data with established policies and guidelines.

Responsibilities include handling permit information for Biomedical Waste and related programs, ensuring timely completion of complaints, and backing up front desk duties.

Qualifications

• 3 years of customer service
• 2 years of data entry experience
• 1 year experience with Microsoft 365 programs
• High School diploma or equivalent (preferred)
• Valid Driver's License (preferred)
• Bilingual, Spanish and English (preferred)

Responsibilities

• Responds to public requests for permitting information for Biomedical Waste, Tattooing, Tanning and Body Piercing programs through email, phone, mail and walk-in clients.
• Evaluate chemical analyses within 2 days of receipt for FAC 62-550 compliance; notify inspector for corrective actions or resampling; report if over max contaminant level.
• Complete assigned complaints within 1 business day.
• Upload assigned pentabs to Ebridge and verify accuracy of uploads.
• Scan documents from scan bins into Ebridge, EHD and Shared Directory.
• Contact clients of returned mail to verify information in EPH database.
• Prepare correspondence, reports, presentations as directed
• Back up front desk clerical duties as needed
• Post meeting minutes and maintain SOPs for program areas
• Resolve client complaints and ensure timely problem resolution
• Enter Employee Activity Reports (EARs) and document attendance in People First

Skills

Microsoft 365

Data analysis

Administrative principles

Communication skills

Independent work

Planning and organizing

Education

High School diploma or equivalent

Valid Driver's License

Bilingual: Spanish and English

Tools

Microsoft 365 (Excel, Word, Outlook, MS Teams)

Job description

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website .

Thank you for your interest in career opportunities with the Florida Department of Health in Hillsborough County. If you are looking to establish a successful career in Public Health, you have come to the right place. Many of our innovative and successful health programs are recognized throughout Florida. We hope you decide to join our team! Applicants will be contacted directly if selected for an interview.

Join an amazing company culture that values employee growth and development at the Florida Department of Health. Professional development is highly encouraged and supported within our organization through opportunities for mentorships and educational and skills training. From the moment you are hired, you can begin to grow as a professional and a leader, through strategic planning, internal committees, and project engagement. There are also many opportunities for continuing education at no cost to the employee. If you are looking to further your education through a college degree, the Florida Department of Health can help with our tuition reimbursement program. We offer an inspiring and encouraging atmosphere to support you while you work with us.

The Florida Department of Health (DOH) is responsible for the health and safety of all citizens and visitors to the state. As a public health agency, the Florida Department of Health must monitor the health status of Floridians, diagnose, and investigate health problems, and mobilize local communities to address health-related issues. The Florida Department of Health develops policies and plans that support health goals, enforce laws and regulations that protect the health of all residents and visitors, and link people to health care services. The Florida Department of Health also provides specialized assistance to pregnant women, infants, and children with special health care needs, regulate health care practitioners, and provides medical disability determinations.

Title of Position:

Open Competitive

Your Specific Responsibilities:

The incumbent works assisting the Office Operations Manager I-SES in providing analysis and research on a variety of administrative matters. Work involves assignments which are broad as to objective and content and require independently making decisions and obtaining solutions by operating within well-established policies, laws, rules, and guidelines.

• Responds to public requests for permitting information for the Biomedical Waste, Tattooing, Tanning and Body Piercing programs through email distribution, phone, mail and walk-in clients. Reviewing applications and other necessary documents for completeness. Notifies interested parties of program requirements. Maintains EHD database with complete and accurate information in accordance with DOHP 150-4., FAC and/or FS.
• Evaluate all chemical analyses within 2 days of receipt to ensure compliance with FAC 62-550, notify inspector of that area of any corrective actions or resampling required, and if any results are over the maximum contaminant level give to ESIII for public notice.
• Responsible for completing assigned complaints within 1 business day.
• Responsible for uploading assigned pentabs to Ebridge. Verifies for accuracy of uploads by reviewing, correcting or reentering data when report information is incomplete.
• Responsible for scanning documents from assigned scan bins into Ebridge, EHD and Shared Directory.
• Responsible for contacting clients of returned mail to verify information in EPH database to ensure proper delivery when resent.
• Prepares correspondence, reports, presentations as directed
• Served as back up to the Rabies and Migrant Labor Camp programs.
• Serves as back up to batch and invoice tattoo invoices monthly
• Performs back-up duties for front desk clerical. Front desk clerical duties may include a combination of client registration, cashier, answering telephones, data entry or computer processing, office machine operation, and filing
• Post meeting minutes for each program area of responsibility and maintains SOPs for each program area of responsibility.
• Resolves client complaints, answers clients’ questions regarding program policies and procedures and ensures that problems are resolved in a timely manner. Documents, findings and corrective actions.
• Performs other related duties as required, including but not limited to travel, attending meetings, and training sessions.
• Enters Employee Activity Reports (EARs) into HMS within required timeframe of 7 days; Documents leave and attendance records information in People First
• In the event of a disaster, report for duty/ or after disaster as needed. The incumbent will be required to use his/her personal vehicle
• Attends any local/state consistency meetings for Tattoo or Biomedical Waste
• Attends tattoo conventions as needed
• Serves on Councils and Committees as time allows
• Completes mandatory training within established time frames

Required Knowledge, Skills, and Abilities:

• Proficiency in Microsoft 365 applications (Excel, Word, Outlook, and MS Teams) with the ability to perform routine tasks and navigate core features effectively.
• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of the methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting or report writing.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to utilize problem-solving techniques.
• \Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively
• Ability to establish and maintain effective working relationships with others.

Qualifications:

• Minimum:
• 3 years of customer service
• 2 years of data entry experience
• 1 year experience with Microsoft 365 programs
• Preferred:
• High School diploma or equivalent
• Valid Driver's License
• Bilingual, Spanish and English.

Florida Department of Health Mission, Vision, and Values:

Mission:

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision:

To be the HealthiestState in the Nation.

Values:

I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

The 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 including:

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.

This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check. Successful completion of a drug test is a condition of employment for safety-sensitive positions.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov.

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 canceled, suspended, or deemed ineligible depending upon the date of your retirement.

The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.

Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.

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 (1-877-562-7287). 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.

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans, and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise. Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes,candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here . All documentation is due by the close of the vacancy announcement.