ADMINISTRATIVE SECRETARY - 64030006

State of Florida; Jacksonville (FL); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Annual and Sick Leave benefits

Nine paid holidays

State Group Insurance options

Retirement plan options

Job summary

State of Florida’s Department of Health in Duval County seeks an Administrative Secretary to support the Healthy Start program and manage essential clerical tasks. The role involves handling mail, data entry, and coordinating with care coordinators to ensure timely processing of records.

The successful candidate will have strong Excel/Outlook skills, experience with EMR systems, and a proven ability to organize, communicate, and multitask in a busy public health environment.

Qualifications

• High school diploma or equivalent.
• At least 2 years of experience as a secretary/administrative assistant in an office setting.
• At least 2 years of experience with Electronic Medical Records.
• At least 2 years of Excel experience including monthly reports or data reports.
• Preferred: Associate’s degree or higher.

Responsibilities

• Provide advanced administrative secretarial work for the Healthy Start program.
• Triage and input prenatal risk screens into HMS daily (about 20/day) within the 5-day window.
• Process mail, batch outgoing mail to FL DOH counties, and upload to Well Family System (WFS).
• Support care coordinators and management with administrative tasks.
• Complete monthly spreadsheets and required reports for state and local mandates.
• Assist with scheduling for case managers and related meetings.

Skills

Admin procedures

Inventory management

EMR systems

Communication skills

Organization & planning

Scheduling

Relationship building

Customer service

Time management

Outlook/Excel

Correspondence handling

Education

High school diploma

Associate degree preferred

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:883855

Agency: Department of Health

Working Title: ADMINISTRATIVE SECRETARY - 64030006

**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:

Join Team Duval. At DOH-Duval, we work every day to protect, promote, and improve the health of our community. Join a team that values innovation, collaboration, and public service. Our programs are recognized across Florida for their impact and effectiveness, and we are looking for dedicated professionals who want to make a real difference. If you are passionate about creating healthier communities, your future starts here.

The responsibility of this position is to provide advanced administrative secretarial work that includes duties of an administrative nature. This involves the incumbent in this position to have responsibility for facilitating the operation Of the Healthy Start Program. Work is to be performed under the supervision Of the Registered Nurse Consultant.

Public Health Competency Domain 1: Analytical/Assessment Skills

Public Health Competency Domain 2: Policy Development/Program Planning Skills

Public Health Competency Domain 3: Communication Skills

Public Health Competency Domain 4: Cultural Competency Skills

Public Health Competency Domain 5: Community Dimension of Practice Skills

Public Health Competency Domain 6: Public Health Science Skills

Triages and inputs prenatal risk screens (RAI) into the Management System (HMS) daily, at an average of 20 per day, within the 5-day contractual requirement, Reviews incoming and transfer cases in the Well Family System (WFS). Updates processes and procedures Of the Healthy Start program. Receives, reviews, date-stamps, and distributes incoming mail to appropriate programs. Batches outgoing mail to other FL DOH counties' Healthy Start Programs. Researches provider inquires and provides feedback, Screens incoming calls to determine specific needs. disseminate information, and properly direct and/or refer callers for service. Scans and uploads documents into WFS. Completes monthly spreadsheets and other reports as required by the State and local Healthy Start mandates. provides critical administrative support to care coordinators and management team.

Completes case assignments within the first 2 hours of work and notates case assignment in WFS notes section. Maintains, links, and documents birth outcomes. Distribute cases to assigned Care Coordinators (CCs) and notifies CCs of newly assigned cases via email. Retrieves letters from CCs to be processed, printed, scanned, uploaded, and/or mailed as needed. Maintains adequate copies Of all required forms to include engagement packets, ASQS, and Other mandated screening forms. Purges client records and prepares records for destruction or archiving, in accordance with applicable agency policies. procedures, and guidelines. Maintains inventory and tracking of client incentives and office supplies. Orders client incentives and office supplies through SAP Ariba or Other ordering systems as needed. Assists Community Health Programs (CAP) with composing and/or modifying existing purchase requisitions in Ariba during other administrative staff absence. Completes Maintains incentive tracking logs as required by the DOH guidelines. Contacts Healthy Start clients on behalf Of CCs on leave. Assists With interviews to include preparing packets, scheduling candidates. and completing reference checks. Schedules for other meetings as needed.

Performs emergency preparedness and/or public health safety duties as necessary. Ensures accurate and timely submission Of Employee Leave and Attendance Records and Employee Activity Records (EARS). Prepares, proofreads, edits. and/or routes correspondences to internal and external partners, as well as other entities. with accuracy and promptness. This includes journal articles, publications, and spreadsheets. Maintains a courteous and cooperative working relationship with clients. the community, and other internal and external customers. participates in quality improvement activities. Attends in-services, all staff meetings, seminars, workshops and completes all required mandatory trainings in TRAIN and other systems as specified by the agency. as well as job-related trainings required by Healthy Start.

Performs all other assigned duties as required.

Required Knowledge, Skills, and Abilities:

• Knowledge of administrative and clerical procedures and systems
• Ability to monitor, order, track, inventory, and supplies
• Ability to work in electronic medical records
• Ability to communicate effectively orally and in writing
• Ability to organize and plan work
• Assist With scheduling and confirming appointments for case managers
• Ability to establish and maintain effective working relationships
• Ability to provide excellent customer service
• Ability to manage time effectively and multitask
• Proficient in Outlook and Excel to include the ability to create excel reports
• Handles correspondences, telephone. and email communication

Qualifications:

Minimum:

• High School Graduate or equivalent.
• Must have at least 2 years of experience working as a secretary, administrative assistant, or similar position in an office setting.
• Must have at least 2 years of experience working in Electronic Medical Records.
• Must have at least 2 years of Excel experience that includes creating monthly reports, spreadsheets, and/or data reports.

Preferred:

• Associate’s degree or higher

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:

Florida Department of Health in Duval County

921 North Davis Street Building A, Suite 260,

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 (For more information, please click www.myfrs.com );

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 your 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 55‐a‑12h ... ......

Location:

JACKSONVILLE, FL, US, 32202 JACKSONVILLE, FL, US, 32250 JACKSONVILLE, FL, US, 32216 JACKSONVILLE, FL, US, 32221 JACKSONVILLE, FL, US, 32225 JACKSONVILLE, FL, US, 33207 JACKSONVILLE, FL, US, 32208 JACKSONVILLE, FL, US, 32204 JACKSONVILLE, FL, US, 32218 JACKSONVILLE, FL, US, 32219 JACKSONVILLE, FL, US, 32212 JACKSONVILLE, FL, US, 32209 JACKSONVILLE, FL, US, 32222 JACKSONVILLE, FL, US, 32256 JACKSONVILLE, FL, US, 32231 JACKSONVILLE, FL, US, 32211 JACKSONVILLE, FL, US, 32259 JACKSONVILLE, FL, US, 32244 JACKSONVILLE, FL, US, 32207 JACKSONVILLE, FL, US, 32210 JACKSONVILLE, FL, US, 32226 JACKSONVILLE, FL, US, 32205 JACKSONVILLE, FL, US, 32206 JACKSONVILLE, FL, US, 32224 JACKSONVILLE, FL, US, 32254 JACKSONVILLE, FL, US, 32246

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.