STAFF ASSISTANT - 64045022

Requisition No: 843920 

Agency: Department of Health

Working Title: STAFF ASSISTANT - 64045022

 Pay Plan: Career Service

Position Number: 64045022 

Salary:  $44,990.00 Annually 

Posting Closing Date: 01/07/2025 

Total Compensation Estimator Tool

Florida Department of Health Broward County

Staff Assistant -Front Desk 

Internal Agency Opportunity

This position required to work on site at one of our facilities located throughout Broward County. 

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.

We request that all applications be completed with People First - no faxed or mailed applications to the agency. Experience, education, and/or training used to meet the minimum qualifications and in response to the qualifying questions must be verifiable through information contained in your application.

When completing the online application, all gaps of employment or education greater than 90 days starting from high school must be explained (approximate date, month, and year) identifying company name or if unemployed. Incomplete applications will not be considered.

Your Specific Responsibilities:

The incumbent is primarily responsible for the day-to-day operation of the DOH-Broward Central Mail Room for providing coverage for the Administration Center reception desk and the Fort Lauderdale reception desk (whichever one they are assigned to and it may vary daily) and its duties as described below: In addition, the incumbent is responsible for processing all mail incoming and outgoing from the DOH Admin Mailroom.

Mail Room

Receive, sort, and distribute approximately 500 -5000  pieces of incoming U.S. and interoffice mail, including packages

of varying sizes and weights, daily.  Ascertain and affix correct postage, according to class and weight, of outgoing U.S. mail daily.  Receive, sort, and distribute approximately 300 pieces of interoffice mail daily.  Operate postal meter/scale machine on a daily basis.  Deposit outgoing U.S. mail in Postal Service mailbox on a daily basis.  Monitor and validate postal meter machine daily.  Monitor postage usage and notify Supervisor when amount reaches a predetermined level for replenishment.  The incumbent is responsible for maintaining a clean and orderly mail room at all times.

Serves as the primary recipient for the Broward CHD for Federal Express, U.P.S, Certified Mail and other package deliveries. Documents the receipt of goods delivered to the Administrative Center building by logging them into the daily log system. Notifies intended recipients of such deliveries by phone and email and delivers packages when needed. Notifies a recipient of certified mail letters and hand delivers them to recipient.

Reception Desk:

Provides information and referral services to clients, staff and the public at-large entering the Administration Center / Fort Lauderdale Health Center lobby.  Assists clients/customers with directions to office/clinic locations. Regulates and controls admission and access to the various program offices in the Administrative Center through the issuance of IDs and the maintenance of a sign-in/sign-out log.  Answers the reception desk phone lines and transfers incoming callers to relative program offices or requested individual phone extensions. Process e-mail requests for conference room reservations in the shared Outlook conference room reservation calendars. Coordinate with General Services staff for the request of Administration Auditorium room set up and with the IT Department for the request of equipment for meetings held in the Administration Auditorium. Maintains a log of these requests. The incumbent is to maintain excellent customer service and a pleasant attitude with both internal and external clients. Assist volunteers working at the reception desk and train them on the reception desk functions. Assists various departments on projects as needed.

Print Shop:

Assist in recording and processing departmental print requests.

Inventory and restock printing supplies of varying weights and sizes.

Trim large format print materials using professional guillotine.

Minimum Qualifications:

1. Willing to work before, during, and/or beyond normal work hours or days in the event of an emergency.
2. Current Florida Department of Health employee including OPS, Career Service, SES or SMS employees.
3. Experience working as a receptionist in a professional setting providing customer service and performing tasks that include managing phone calls and emails, monitor visitor access, interact with visitors, handle customer inquiries, review/process deliveries and interdepartmental communications.
4. Experience working in mailroom, processing mail using Pitney Bowes Mail machine, receive sort and distribute mail, and using shipping software.
5. Experience in calendar management, schedule appointments and events, and data entry.
6. Experience working with confidential information and administrative tasks in a public health setting.

Preferred Qualifications:

1. Bilingual; Fluent in English and Spanish.
2. Experience working in a print shop in a professional setting providing customer service and performing tasks including managing phone calls and emails, address customer inquiries, review/process deliveries and interdepartmental communications.
3. Proficiency in graphic design using Canva and Microsoft Publisher
4. Work experience in operation of Fiery software to create booklets.

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:

Broward County

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

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.