ADMINISTRATIVE ASSISTANT I - 64069823

State of Florida; Tallahassee (FL); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Annual and Sick Leave

9 paid holidays + Personal Holiday

State Group Insurance

Retirement plan options

Job summary

Florida Department of Health is seeking an Administrative Assistant I to support the Cancer Program within the Bureau of Tobacco Free Florida. The role involves phones, inbox management, file maintenance, and processing purchases and travel.

The position requires strong organization, communication, and proficiency in Microsoft Word, Excel, and PowerPoint. You will work closely with program staff to ensure compliance with state policies and deadlines, with opportunities for professional

Qualifications

• Knowledge of DOH financial and procurement systems; ability to maintain organized program and budget files; communicate effectively; work independently.

Responsibilities

• Provides administrative support to the Cancer Program and Bureau, including answering phones, managing the Cancer Inbox, maintaining files, typing correspondence, and travel/purchasing duties.
• Develops and processes cancer program related purchases and purchase orders; back up for Tobacco related purchases; pays invoices and reconciles P-card charges.
• Leads development and submission of DOH continuation education units applications; organizes staff travel and prepares travel authorizations and reimbursement vouchers.
• Maintains program administrative databases and manages shared drive files; coordinates periodic training and statewide meetings.

Skills

Communication

Organization

Independent work

Microsoft Office

Tools

Microsoft Word

PowerPoint

Access

Excel

Job description

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

Requisition No:887018

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64069823

Applicants accepted only from Department of Health employees, (includes OPS, Career Service, SES or SMS employees). Applicants will not be accepted from outside of the department.

Your Specific Responsibilities:

This position reports directly to the Cancer Program Administrator within the Bureau of Tobacco Free Florida in the Division of Community Health Promotion. This position serves as administrative support for the Cancer Program. The duties include, but are not limited to, the following:

Provides administrative support to the Cancer Program and Bureau back up by answering phones, managing Cancer Inbox, maintaining files, typing correspondence, and other office support functions as assigned. Reviews the Program’s outgoing correspondence for accuracy, appropriateness, and compliance with departmental policies and guidelines. Provides lead support to the Bureau for WorkFlow management for document routing. Maintains inventories of program equipment, orders, and maintains office supplies. Trains new staff in travel, purchasing and correspondence processes.

Develops and processes cancer program related purchases and purchase orders and acts as back up for Tobacco related purchases and purchase orders. Assists with paying invoices and is responsible for timely reconciliation of P-card charges. Complies with federal and state purchasing requirements.

Leads development and submission of DOH continuation education units application, post event documentation and provision of certificates to event attendees. Arranges staff travel and prepares travel authorizations and reimbursement vouchers within required timeframes. Develops, maintains, and updates program administrative databases and manages Program share drive files in coordination with program staff.

Works with Cancer Section staff to plan and coordinate periodic training and education and statewide cancer program meetings. Arranges staff travel and prepares travel authorizations and reimbursement vouchers within required timeframes, as assigned.

Actively participates in the Program, communicates with section members; trouble-shoots problems; and revises or drafts protocols to increase efficiencies across administrative functions. Reviews and updates Program web pages to ensure compliance with department standards and protocols and coordinates with staff to make necessary content updates.

Assists with grant application completion and submission of semi-annual reports to the CDC, and other funding entities.

Maintains a current working knowledge of computer software used within the demands of this position, including pdf form development and revision; website manager; and virtual meeting hosting support. Participates in and attends educational conferences and other opportunities to enhance personal and professional growth and development.

Performs other duties and responsibilities as assigned or required by program activities.

Required Knowledge, Skills, and Abilities:

Knowledge, skills and abilities, including utilization of equipment, required for the position: Knowledge of DOH Financial and procurement systems for tracking encumbrances and payments. Ability to maintain organized program and budget files; communicate effectively in both written and verbal forms; prioritize and organize work assignments; and work independently. Proficient in use of Microsoft Word, PowerPoint, Access and Excel

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.

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:

2585 Merchants Row, Tallahassee, FL

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.

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.