ADMINISTRATIVE ASSISTANT II - 64054785

State of Florida; Miami (FL); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Annual and Sick Leave benefits

Nine paid holidays and one Personal H

State Group Insurance options

Retirement plan options

Job summary

The Florida Department of Health seeks an Administrative Assistant II to provide independent administrative support to the Office of Community Health and Planning and the West Perrine Health Center, and will report to the Public Health Services Manager-SES.

The incumbent will screen calls, manage calendars, arrange travel and events, assist with reports and financial data, and handle correspondence. They will also train staff and coordinate with internal and external partners.

Qualifications

• 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.
• Knowledge of procurement procedures.
• 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 verbally and in writing.
• Ability to utilize computer systems and programs, including software such as Microsoft 365, Publisher, PowerPoint and Adobe.
• Ability to prepare a wide variety of written material such as reports, memoranda, letters and work plans.
• Ability to review, analyze and interpret primary and secondary data.

Responsibilities

• Screen calls and manage calendars.
• Coordinate travel, meetings and events.
• Assist with preparing reports and financial data.
• Prepare and reply to correspondence; train support staff.
• Maintain relationships with internal management and external clients/vendors.
• Serve as back-up to the personnel liaison.
• Oversee day-to-day operations of the West Perrine Health Center.
• Ensure OSHA and workers' rights posters are posted.
• Handle purchases, tickets and work orders for facilities.
• Collaborate with facilities supervisor on hosting meetings and events.
• Assist with bookkeeping and P-Card reconciliation.
• Prepare management reports and conduct administrative research.

Skills

Administrative principles

Office procedures

Data collection

Effective communication

Procurement procedures

Written reports

Independent work

Planning & organizing

Verbal & written communication

Computer systems (MS 365, Publisher, P

Tools

Microsoft 365

Publisher

PowerPoint

Adobe

Job description

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

Requisition No:882604

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - 64054785

The incumbent in this position is responsible for providing independent administrative support to the Office of Community Health and Planning and the West Perrine Health Center and will report directly to the Public Health Services Manager-SES. This position will work independently to implement administrative systems, procedures, policies and monitoring of administrative projects and special events within the Office of Community Health and Planning and the West Perrine Health Center. The employee in this position will assist the Public Health Services Manager-SES by conducting administrative research, preparing reports, handling information requests, and performing clerical functions, work involves assignments, which are broad as to objective and content. Requires incumbent to work independently, make decisions and obtain solutions within the state guidelines. Sensitivity to confidential matters is a required component of this position. The specific duties and responsibilities include:

Performing administrative duties for the Public Health Services Manager for the Office of Community Health and Planning. Responsibilities include screening calls; managing calendars; making travel, meeting and event arrangements; assisting with preparing reports and financial data; preparing and reply to correspondence, training other support staff; and customer relations and will be required to work with all levels of internal management and staff, as well as outside clients and vendors. Serves as the back up to the personnel liaison.

Assist the Public Health Services Manager-SES with the day-to-day operation of the West Perrine Health Center. Responsibilities include covering center phone line, maintaining list of all programs and staff assigned to facility, maintaining list of all keys assigned to staff in addition to maintaining keys to facility. Assure that all needed OSHA, Workers Compensation and employees and patients’ rights posters are properly posted and maintained. Submit the required purchase, tickets, and work orders needed for the facility. Work is to be performed in collaboration with the facilities supervisor. Assists with hosting building meetings, leads center events committee and organizes related events.

The employee will be responsible for ordering, receiving, and reconciling commodities in the state procurement system, MyFloridaMarketPlace for the Office of Community Health and Planning, Tobacco Prevention and Control Program, and the West Perrine Health Center. Assist with bookkeeping/accounting functions as appropriate. Complete P-Card reconciliation and statistical reports and other office functions as needed.

Perform specific assignments, research and report preparation as directed by the Public Health Services Manager. Additionally, reviews records, reports, which require action and recommend solution or course of action. Assists in conducting daily administrative activities and/or directing special projects or activities. Assist in review of documentation and provide reports to management team.

The employee completes all assigned administrative functions for the Office of Community Health and Planning by providing necessary information to program personnel in a timely manner. Assure that timesheets and EARS are turned in by Program Managers and direct reports to Public Health Services Manager for processing.

The incumbent will be responsible for assisting with the clerical functions for the Consortium for a Healthier Miami-Dade with various projects, initiatives, and activities, which includes the Tobacco-Free Workgroup. Assist with Consortium activities, maintenance of directory and listserv, email notices as well as help with the scheduling/planning meetings and events for the Consortium for a Healthier Miami-Dade.

Performs other related duties as assigned.

Required Knowledge, Skills, and Abilities:

• 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.
• Knowledge of procurement procedures.
• 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 verbally and in writing.
• Ability to utilize computer systems and programs, including software such as Microsoft 365, Publisher, PowerPoint and Adobe.
• Ability to prepare a wide variety of written material such as reports, memoranda, letters and work plans.
• Ability to review, analyze and interpret primary and secondary data.

Qualifications:

Minimum-

Experience managing the administrative functions of an office or clinic.

Where You Will Work :

18255 Homestead Avenue

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 beHealthiestState 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.

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 (