ADMINISTRATIVE ASSISTANT III - 64005390

State of Florida; Tallahassee (FL); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Annual and Sick Leave benefits

Nine paid holidays and one Personal

State Group Insurance options

Retirement plan options

Job summary

Florida Department of Health in Tallahassee is seeking an Administrative Assistant III to support the Director of the Division of Public Health Statistics and Performance Management. This in-office role requires coordinating administrative tasks, travel logistics, and document preparation to ensure smooth operations.

The candidate will handle correspondence, scheduling, and backup support for meetings, with a focus on accuracy and timely responses.

Qualifications

• Knowledge of administrative principles and practices.
• Knowledge of Microsoft Office software and environment.
• Ability to work independently.
• Ability to apply rules, regulations, policies, and procedures.

Responsibilities

• Provide direct administrative assistance to the Director.
• Assist with travel arrangements and expense processing.
• Prepare agendas and documentation for meetings.
• Coordinate purchasing using MFMP and purchasing cards when needed.
• Support division initiatives and maintain correspondence records.

Skills

Administrative principles

Microsoft Office

Independence

Communication

Education

High school diploma

Bachelor's degree

Tools

CorrFlow

SharePoint

MFMP

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:883637

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT III - 64005390

This is a highly responsible position assisting office level management with the coordination of administrative tasks and assignments of a complex nature serving as the executive assistant for the Director of the Division of Public Health Statistics and Performance Management. The position works independently and in teams to support division initiatives. This is an in-office position only.

General Administrative support: Daily responsibilities include but are not limited to providing direct administrative assistance for the Director, assisting with travel arrangements, correspondence and document preparation and/or tracking of documents in CorrFlow and workflow, answering phones, maintaining supply inventory, and assisting with approving purchasing card transactions as required.

Will provide travel and logistical support including but not limited to, processing approved travel vouchers, collecting, processing reimbursements and providing customer support to external members entitled to reimbursement for per diem and travel expenses pursuant s.112.061 of the Health Care Innovation Council and the Cancer Connect Collaborative Council who are required to meet quarterly. Provides backup administrative support for council meetings.

Responsible for scheduling direct report meetings, appointments, and events for the Division Director and the Director’s Office. Prepares agendas and supporting documentation for Management Team Meetings.

Coordinates and integrates responses to assignments from the Director’s Office and division bureaus. Prepares a coordinated response for the signature of the Director within required time frames. Serves as the Division Correspondence Liaison for the Executive Staff Office. Maintains and tracks assignments from the Executive Staff Office, SharePoint Page, and other sources of correspondence/assignments.

Purchasing: Facilitates the procurement of general office goods and services, and execution of purchasing using MFMP and/or state purchasing card; monitoring status of purchases and receipt of goods; and reviewing and submitting invoices for payment if applicable.

Other related duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of administrative principles and practices. Knowledge of office procedures and practices.
• Knowledge of Microsoft Office software and environment. Knowledge of the methods of data collection and reporting.
• Ability to work independently.
• Ability to understand and apply applicable rules, regulations, policies, and procedures relating to division core program functions.
• Ability to prepare reports for management review. Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.

Qualifications:

• Minimum: A high-school diploma with a minimum of 3 years-experience in a professional office setting, general administrative support, procurement of general office goods, and working in a Microsoft Office software environment, with 2 years of minimum experience working in a state office.
• Preferred: A high-school or college degree with a minimum of 5 years-experience in a professional office setting, general administrative support, procurement of general office goods, and working in a Microsoft Office software environment, with 3 years of minimum experience working in a state office.

Florida Department of Health Mission, Vision, Values:

Mission:

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

Vision:

To be the Healthiest State in the Nation.

Values:

I novation: 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 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.