ADMINISTRATIVE ASSISTANT I - 64041202

Requisition No: 843999 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64041202

 Pay Plan: Career Service

Position Number: 64041202 

Salary:  $38,500 to $40,618 annually 

Posting Closing Date: 01/08/2025 

Total Compensation Estimator Tool

**INTERNAL AGENCY POSTING ONLY**

Thank you for your interest in career opportunities with the Florida Department of Health in Polk County.  If you are looking to establish a successful career in Public Health, you have come to the right place.  Many of our innovative and successful health programs are recognized throughout Florida.  We hope you decide to join our team!  Applicants will be contacted directly if selected for an interview.

The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Polk County in its mission to protect, promote, and improve the health of all people in Florida through integrated state, county and community efforts and its vision to be the Healthiest State in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.  

Your Specific Responsibilities:

This is a skilled and independent administrative support position in the Polk/Hardee WIC Program, reporting directly to the Public Health Nutrition Program Director.  This position requires that the incumbent possess a knowledge of the following:  accounting and budget practices, the WIC computer system, FLAIR, SAMAS, personal computer skills, and WIC program rules and regulations.  The incumbent interfaces on a regular basis with the supervisors and staff of the Polk/Hardee WIC Program, the State WIC/Nutrition Program in Tallahassee, and the Fiscal Department of the Polk County Health Department.

WIC Monthly Report.  Prepares the WIC monthly report of operations, the reimbursement document for WIC funds to the local county public health department.  Tracks percentages of staff time by the categories of administration, client services, nutrition education and breastfeeding and translates the time into percentages of gross salaries and the state’s portion of fringe benefits.  Compiles nutrition education summary sheets.  Ensures that proper documentation exists to support salary and fringe benefits, travel, expense, OPS, OCO, and contract staff costs billed.  Reconciles and documents all expenses using SAMAS and by working closely with the health department fiscal office.  Separates fiscal year expenses and prepares prior year reports.  Prepares requested audit materials.  Keeps supporting documentation for the required period.

Formula Invoices: Receives, tracks, and scans copies of formula invoices for the WIC Division to Tallahassee WIC to comply with prompt payment requirements.  Complies with the mandatory requirements of Section 215.422, Florida Statues and Chapter 69I-24, Florida Administrative Code.

Division Budgets.  Prepares the WIC and Nutrition Division budgets and enters in FIRS with input from the division director.  Manages the division’s Breastfeeding, General Nutrition, and Indirect budgets.

Expenditures.  Tracks all budgets by category to ensure a proper spending rate.  Brings variances to the attention of the Nutrition Director and suggests ways of resolving variances.  Prepares transfer forms to move money between budget categories.

Procedures.  Develops accounting and tracking procedures to enable local sites to document local expenses and inventories.  Assist with maintaining the master inventory of EBT (Electronic Benefits Transfer) cards. 

Agency Voter Registration Coordinator.  Serves as the agency Voter Registration coordinator, ensuring usage of correct Voter Registration Application forms; monitors and tracks completed Voter Registration Preference Forms and rates of completion by site; attends statewide training, and answers questions from site supervisors regarding correct procedures.

FL-WiSE Data System :

Maintains significant understanding of the FL-WiSE data system. Available to assist in clinic as necessary: providing eligibility determination, issuance of benefits, and interactive secondary nutrition education as needed.

Other Duties. 

• Provides assistance to the Nutrition Director as needed. Works independently answering phone calls, recording messages and problem solving.  Responsible for forwarding communication from Tallahassee to staff members when requested. Interprets established policies and provides information for the resolution of problems.
• Attends and participates in staff meetings, in-service trainings, and other staff development activities.
• Complies with all Department of Health and WIC security and confidentiality rules and regulations.
• Completes administrative forms/reports such as EARs, timesheets and travel per department policies and required deadlines.
• Completes all mandatory trainings within required time frames.
• Monitors and compiles monthly reports for all 7 Polk/Hardee WIC sites, included but not limited to: EBT Cards, NEAR/Outreach, Xerox Log, Foster Child Report, and Civil Rights Compliance Report
• Updates and disseminates the Emergency Contact List for all WIC staff on an ongoing basis
• Responsible for taking accurate WIC Supervisor Staff Meeting minutes and submitting to the WIC Director for review
• Travels to and provides clerical coverage at WIC clinics when needed
• Performs other duties as required including performance of additional interpreter duties, consistent with skill level and as needed. This position may serve clients that speak only Spanish, Creole, or other languages.  It may require performance of interpreter duties, if bilingual, or implementation of the Department’s Limited English Proficiency Plan.
• Information Custodian for the WIC/Nutrition Division.  Serves as the Information Custodian of assigned Information Sets; maintaining the confidentiality of the information in accordance with state, and federal statutes, rules and regulations and Department of Health Information Security Policies, Protocols and Procedures, in accordance with Protocol:  Security – 3, V, Sec 1-3.
• Prompt Payment Compliance: Prompt Payment Complies with and monitors compliance (when applicable) of the mandatory requirements in Section 215.422, Florida Statues, and Chapter 69I-24, Florida Administrative Code.

Required Knowledge, Skills, and Abilities:

• Knowledge of WIC Program rules and regulations.
• Knowledge of SAMAS.
• Knowledge of Microsoft Office Programs:  Word, Excel, PowerPoint.
• Ability to establish and maintain effective working relationships with others, including those of diverse ethnic backgrounds.
• Ability to manage time and prioritize projects - ability to plan, organize and coordinate work assignments.
• Ability to meet deadlines.
• Ability to communicate effectively - ability to prepare correspondence and administrative reports.
• Ability to prepare and maintain various accounting records.

Qualifications:

• High School Diploma
• Valid Florida Driver's License

Other job-related requirements for this position:

Emergency Duty: 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.

Confidentiality: Incumbent may have access to records containing Social Security numbers in the performance of their job duties.

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:

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:

Bartow, FL

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);

• Flexible Spending Accounts;
• Tuition waivers;
• And more!

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.

Please be advised:

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.

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.    

If there are any problems applying online, please call People First Staffing Administration: (877) 562-7287.

Service Center hours are Monday through Friday, 8:00 a.m. to 6:00 p.m., ET. TTY users, call (866) 221-0268.

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.  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.