ADMINISTRATIVE ASSISTANT I - 64029788

Florida; Jacksonville (FL); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Annual and Sick Leave

Paid holidays

Health insurance options

Retirement plan

Job summary

Florida Department of Health in Jacksonville seeks an Administrative Assistant I to support the Administrative Services Unit. The role involves records management, purchasing, budgeting, and billing tasks, with duties spanning inventory control, cash handling, and report preparation.

The incumbent will maintain property records, assist in training updates, and help ensure compliance with state policies while supporting various agencies and county health departments.

Qualifications

• Excellent customer service skills.
• Knowledge of Office 365 products such as Word, Excel and Outlook.

Responsibilities

• Maintains inventory and control of office supplies and safety paper as part of records management.
• Assists in collecting and processing daily deposits and ensuring accuracy of cash handling.
• Reviews requisitions for eligibility of safety paper issuance and prepares shipments per policy.
• Updates reports and spreadsheets to monitor operating budgets and perform daily administrative tasks.
• Maintains and updates the asset management system for State owned property.
• Performs other related duties and special assignments as required, including travel.

Skills

Customer service

Office 365

Job description

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

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64029788

Your Specific Responsibilities:

The Bureau of Vital Statistics provides for the statewide registration of all Florida vital record events, which includes all Florida births, deaths, fetal deaths, marriages, and divorces. The bureau issues more than 2.8 million certified copies annually. A centralized database allows all 67 counties to issue birth certifications, 1850 to present: death and fetal certifications, 2009 to present.Marriages, and divorces, 1927 to present, are available for certification from the state office. The bureau maintains more than 22 ½ million vital records. The bureau produces routine and special analysis and reports of vital statistics data; provides policy, procedure and monitoring of67 county local registrars of vital statistics; 118 birthing hospitals; funeral directors, medical examiners and certifying practitioners; and numerous tax collector offices, in accordance with Chapter 382 Florida Statutes and Chapter 64V, Florida Administrative Code.

Position Description

This position provides administrative and fiscal support in the operation of a records management and control program in the Administrative Services Unit. Review operational procedures for ordering, storing, shipping, inventory, and assist billing for safety paper to various agencies. Additional responsibilities include performing accounting, purchasing and fiscal duties within the Administrative Service Unit.

1.Maintains a continuous control of inventory of safety paper, vital records, archived records, and supplies in the Bureau of Vital Statistics (BVS) Office. This includes the assisting in ordering safety paper, tracking and receiving of shipment and storing safety paper in the Vital Statistics Warehouse. Meets with administrative and technical personnel to discuss problems involved in controlling safety paper. Recommends methods and procedures to improve the storing, inventory, and security of records.

2. Assists in collecting the cash, checks, money orders, and terminal settlement reports from the Client Service Unit for the daily deposit. This includes verifying totals collected match the All Teller Report for current day; and delivers it for the preparation of the daily bank deposit within established policies and procedures.

3. Receives and reviews requisitions from offices within the BVS and the 67 County Health Departments (CHD) to determine eligibility for issuance of safety paper. Prepares shipment of safety paper for delivery per requisition within established policies and procedures. Monitors inventory of safety paper by updating and editing spreadsheets by logging audit control numbers numerically. Provides fiscal data for invoicing CHD’s.

4.Assist in providing input preparing and updating reports and spreadsheets to monitor operating budget, printing various reports to monitor operating budget, and conduct daily administrative activities.

5.Assists in updating and editing the employee training spreadsheet which includes Train courses, People First classes, and other miscellaneous training environments.

6.Assists in maintaining and updating State Owned Property in the Asset Manager System. This includes new asset items, surplus items, property transfer items, etc.

7.Performs other related duties and special assignments as required and requested such as travel.

Required Knowledge, Skills, and Abilities:

1. Knowledge of the principles and techniques of effective communication.

2. Knowledge of the methods of data collection.

3. Ability to understand and apply applicable rules, regulations, policies and procedures.

4. Ability to prepare correspondence and administrative reports.

5. Ability to collect, record, and analyze data relating to administrative functions such as accounting, fiscal, and purchasing.

6. Ability to plan, organize, and coordinate work assignments.

7. Ability to establish and maintain effective working relationships with others.

8. Ability to utilize problem solving techniques.

9. Ability to work independently.

Qualifications:

Excellent customer service skills and knowledge of Office 365 products such as

Word, Excel and Outlook.

Must have a valid Driver’s License in order to make deliveries if needed.

Prefer to have the ability to lift boxesup to 55 pounds each.

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 theHealthiestState in the Nation.

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

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

A Accountability: We perform with integrity & respect.

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

E Excellence: 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 on 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.

Applicants 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.

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.

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.

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.