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ADMINISTRATIVE ASSISTANT III - 64086036

Date: Dec 1, 2017

Location: KEY WEST, FL, US, 33040

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

Requisition No: 25205 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT III - 64086036

Position Number: 64086036 

Salary:  $40,900.08 

Posting Closing Date: 12/13/2017 

Open Competitive Opportunity

**Note: All responses provided to the qualifying questions for this vacancy advertisement must be verifiable by documentation provided through the electronic application process.**

 

POSITION DESCRIPTION

This is a highly responsible position which serves as the Personnel Liaison, the Coordinator of Staff Development and Training activities for Monroe CHD, and as the administrative assistant to the Administrator and Administrative Services Director of the Monroe CHD. This work requires performance of a full range of assignments under limited supervision. Tasks include handling confidential employee information, providing training and orientation, developing, coordinating, conducting, and evaluating training programs and activities, handling correspondence, conducting research, reserving training venues, performing contracting and purchasing activities for training activities, preparing reports, maintaining databases, participating in effective communication with internal and external customers, scheduling meetings, preparing agendas and meeting materials, making travel arrangements, preparing reimbursement forms, serving as a Deputy Registrar for Vital Statistics, and carrying out assignments given by the Administrator. Work involves the performance of human resource, training, administrative and related activities which involve independently planning objectives and setting priorities.  Work also involves the analysis of policies, rules, and regulations, and the interpretation and implementation of administrative and operating policies and procedures. 

 

Personnel Liaison for Monroe CHD duties include:  Initiating recruitment of new employees by updating position descriptions and preparing Classification packets, advertising vacancies in People First, and newspapers; scheduling interviews, preparing applicant packets for interview team; scheduling new hires for LiveScan fingerprinting, drug screening for sensitive positions, and ensuring that the E-Verify process is completed; submits employment packages to DOH Human Resource Management; monitors personnel actions related to payroll or fiscal code changes; maintains local personnel files according to DOH guidelines; serves as a resource to supervisors and managers in all personnel matters which involve their direct reports; coordinates all disciplinary actions in concert with Labor Relations and Legal offices and prepares documentation for these actions; reviews all HRM memoranda, and distributes personnel related documents and information to staff. Acts a resource for staff on People First, provides training and assistance on entering their information, recording leave and attendance.  Serves as Timekeeper for Monroe CHD by monitoring reports from People First, and working with supervisors regarding submission of timesheets and leave without pay.  Monitors missing timesheet and administrative leave reports received from HRM.  Monitors EARS/DARS weekly for completeness and certification by supervisors. Serves as EEO Coordinator and follows guidelines, ensures rules, regulations, and DOH policies are adhered to, and files annual compliance report for Monroe CHD. Serves as Volunteer Coordinator.  This includes tracking and completing necessary paperwork for all Monroe CHD Volunteers, and submitting an Annual report. 

 

Coordinator of Staff Development and Training activities, which includes working with management and supervisory staff to assess the specific training needs of employees, establish annual training priorities, identify resources to provide necessary training and education, and develop and monitor training plans. Must have the ability to design, implement, and deliver New Employee Orientation Program, ensure all appropriate training is scheduled and verify its’ completion by employees. Develops survey, management and monitoring tools to assess training and education needs.  Reports regularly on training status and opportunities by division. Meets on a regular basis with personnel from all program areas to ensure that the various training requirements of the department are being met. Research, promote and sponsor employee learning opportunities both on-site, via in-state travel, or by electronic means. This position will develop, coordinate, conduct, and evaluate on-site training opportunities, as well as the annual all-staff training programs and activities for Monroe CHD employees and locate suitable training venues, secure training faculty, and handle contracts or purchasing processes associated with training activities. Serves as TRAIN administrator by ensuring that all current and new employees register and complete all mandatory training through TRAIN.  This includes monitoring employees’ completion of training and certifications, participating in Workforce Development conference calls, and updating staff on changes. Develops, Coordinates, conducts and evaluates an Employee Rewards and Recognition Program with guidance from the Executive Leadership Team.

 

Assistant to the Monroe CHD Administrator and Administrative Services DIrector duties include:  providing daily administrative support, including travel arrangements, preparing travel reimbursement forms, handling correspondence, scheduling meetings, monitoring communication as requested, interact as the liaison between the Administrator, the public, and all employees.  Answers the main Monroe CHD telephone line, as well as the Administrator’s line. Initiates and monitors the Administrator’s departmental budget. Serves as a Deputy Registrar for Vital Statistics.

 

Other duties as assigned.

 

KNOWLEDGE, SKILLS, ABILITIES

 

  • Computer proficiency; ability to use MicroSoft office applications, including Excel; organizational ability and attention to detail.

 

OTHER JOB RELATED REQUIREMENTS

 

Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency.  Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.

 

This position is required to maintain confidential information in accordance with the DOH and Monroe County information security, policy, protocols and procedures.

 

Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check.

 

**NOTE:  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.

 

Only U.S. citizens and lawfully authorized alien workers will be hired.

 

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 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.

 

VETERANS PREFERENCE

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 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 Departments 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.  

 

 

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

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.  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. 


Nearest Major Market: Key West

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