OPS ADMINISTRATIVE ASSISTANT II - 64854021

My Florida Families; Orlando (FL); On-site; USD 35,000 - 45,000; Full time

Benefits offered by this job

State of Florida 401(a) FICA Alternate

Group health insurance (state)

Workers’ Compensation

Reemployment Assistance (UI)

Job summary

The Orange County Department of Health Central Operations seeks an OPS Administrative Assistant II to provide essential administrative support across programs. You will manage procurement, invoicing, inventory, and documentation, while coordinating travel and supporting frontline desks.

You will work with multiple teams, adapting to changing priorities, ensuring compliance with policies, and contributing to special projects and outreach efforts, under direct supervision.

Qualifications

• Minimum: current Florida Department of Health employee.
• Authorized to work in the United States without employer sponsorship.
• Willing and able to come into the office daily.
• Willing to work before, during, and/or beyond normal hours in emergencies.

Responsibilities

• Assist with operational duties of programs supported by Central Operations.
• Create procurement and encumbrances for supplies, services, and equipment; prepare requisitions and invoices in the AOD system.
• Check mail and distribute it; prepare travel arrangements for staff.
• Serve as backup for Registration Intake Front Desk and Central Operations Call Center as needed.
• Collaborate with departments on projects and outreach; support operational initiatives.

Skills

Procurement procedures

Invoice reconciliation

Inventory control

Verbal and written communication

Travel coordination

Office software

Administrative systems

Confidentiality

deadline prioritization

Tools

AOD system

Office software suites

Job description

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OPS ADMINISTRATIVE ASSISTANT II - 64854021

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

Requisition No:887286

Agency: Department of Health

Working Title: OPS ADMINISTRATIVE ASSISTANT II - 64854021

FLORIDA DEPARTMENT OF HEALTH IN ORANGE COUNTY

JOB OPPORTUNITY ANNORTMANT

INTERNAL AGENCY OPPORTUNITY – The only applicants accepted are Department of Health employees; (includes OPS, Career Service, SES or SMS employees). Applicants outside of the department will not be accepted

Position Number: 64854021

Program: Operations

**DOH – Orange is a tobacco free agency.

**This advertisement may be used to fill future vacancies as they become available.

**NOTE: Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process. **

MINIMUM QUALIFICATIONS:

• Current Florida Department of Health (DOH) employee.
• Must be authorized to work in the United States without employer sponsorship.
• Must be willing and able to physically come into the office daily to perform the duties and responsibilities of this job.
• Must be willing to work before, during, and/or beyond normal work hours or days in the event of an emergency. Emergency duties may also include in-state and/or out-of-state deployment.

PREFERRED QUALIFICATIONS:

• At least 6 months of experience in a public health or healthcare setting where you were responsible for providing information and supporting internal & external customers.
• A t least 6 months of experience working with electronic systems to access, update, or manage client information .
• At least 6 months of experience with purchasing or procurement tasks, such as creating requisitions or reconciling invoices.

JOB DUTIES AND RESPONSIBILITIES:

Position Summary:

This position is with the Orange County Department of Health Central Operations. It is a specialized administrative support role that requires independent decision-making and provides essential support to Central Operations and its team members. Key responsibilities include assisting with the operational duties of the various programs supported by Central Operations.

Administrative Tasks:

Purchasing Tasks: Create procurement and encumbrances for supplies, services, and equipment for the Central Operations and all clinics. Prepare all purchasing requisitions, order supplies, receive supplies, process invoices, and reconcile them in the AOD system.

Check and distribute mail: Collect, sort, and distribute incoming mail.

Prepare travel arrangements for Central Operations staff: Organize and coordinate travel plans for Central Operations staff as needed.

Serves as backup for Registration Intake Front Desk, subject to a short notice, especially when the first floor is short-staffed, this will be on an as-needed basis.

Serves as backup for Central Operations Call Center when needed due to short staff, or high call volume.

Collaborates with various departments to assist with special projects, outreach efforts, and administrative tasks as assigned (e.g. appointment reminder calls.). Supports Florida Department of Health – Orange Operational initiatives.

Completes Documentation:

Accurately completes all required forms, logs, and reports in a timely, legible, and organized manner both electronically and manually per policies and procedures. Adheres to FDOH policies for security of client data and security systems.

Training Compliance:

Actively participates in all required agency training courses and ensures completion prior to established deadlines. Stays informed of updates to policies, procedures, and best practices relevant to job duties.

KNOWLEDGE, SKILLS AND ABILITIES, INCLUDING UTILIZATION OF EQUIPMENT, REQUIRED FOR THE POSITION:

• Demonstrates knowledge of procurement procedures, invoice reconciliation, inventory control, and excellent communication skills, verbal and written. Also capable of adapting quickly to shifting priorities and supporting multiple operational functions across locations.
• Demonstrates knowledge of travel coordination, with proficiency in office software and administrative systems, and communication skills, either verbal or written.
• Able to coordinate travel, manage procurement tasks, reconcile invoices, schedule appointments, and maintain inventory with accuracy and efficiency.
• Skill in supporting outreach, administrative tasks, and cross-team collaboration.
• Ability to assist with special projects and adapt to varying departmental needs.
• Ability to work cooperatively with multiple teams and meet project deadlines.
• Knowledge of administrative and clerical procedures and systems.
• Ability to follow confidentiality and data security protocols.
• Ability to complete documentation accurately per guidelines.
• Ability to prioritize tasks and meet deadlines.
• Ability to work independently with minimal supervision.
• Ability to identify and correct documentation errors.

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 the Healthiest State in the Nation.

Values:

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

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

Accountability: We perform with integrity & respect.

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

Excellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

Program: Operations

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. As an OPS employee, the benefits below are available:

• State of Florida 401(a) FICA Alternative Plan (mandatory)
• Participation in state group insurance (upon meeting eligibility requirements. Consult with People First and/or the serving HR office)
• Workers’ Compensation (mandatory, if needed)
• Reemployment Assistance (Unemployment Compensation) (mandatory, if needed)

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.

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.