ADMINISTRATIVE ASSISTANT II - 64068193

Requisition No: 835798 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - 64068193

 Pay Plan: Career Service

Position Number: 64068193 

Salary:  $34,042.44 to $41,918.82 

Posting Closing Date: 10/07/2024 

Total Compensation Estimator Tool

This is an open Career Service Administrative Assistant II position with the Department of Health in Lee County.

The Administrative Assistant II in this position provides administrative work assisting the Finance & Accounting Administrator in the operation of the Finance and Accounting division of the Department of Health-Lee County.  Incumbent ensures that the Finance & Accounting Administrator is kept up to date on all administrative matters of the division. This position requires independent decision making and exceptional organizational skills. Incumbent handles confidential information on a "need to know" basis as defined in DOHP 50-10 Information Security and Privacy Policy. This position has access to the following information sets maintained in paper or electronic format: Human Resources, Purchasing, and administrative related files.

Manages and organizes the daily operation of the office of the Finance & Accounting Administrator by performing tasks that include, but are not limited to:

SCHEDULING

Maintains the Finance & Accounting Administrator’s calendar of events and commitments, schedules appointments, coordinates meetings, conferences, and presentations, reserves conference rooms and vehicles, sets up and initiates conference calls.

ADMINISTRATIVE SUPPORT

Assists the Finance and Accounting Administrator with travel arrangements, prepares travel authorizations and travel reimbursements in STMS. Assists the Finance and Accounting Administrator in clearing travel charges through WORKS and STMS system.  Monitors and keeps track of all outgoing travel authorizations and approvals to ensure approvals are provided in a timely manner. Provides purchasing and budgetary support to the Finance and Accounting division.

Prepares meeting agendas. Keeps attendance for each meeting and transcribes meeting minutes. Maintains a copy of all agendas and makes meeting minutes available within 3 business days of the scheduled meeting.

Updates the personnel phone extension chart and emergency phone tree on a quarterly basis. Develops and maintains electronic (or paper as applicable) file organization for Finance & Accounting, including copies of, policies, and procedures on SharePoint and/or StorSimple. Maintains office equipment, order supplies, and maintains inventory of consumable supplies for administration.

Operates a computer, fax machine, copier, and other office machines to compose and process a wide variety of correspondence and reports. Works on special projects as assigned.

Prepares various reports, as directed.

CORRESPONDENCE/COMMUNICATION

Handles incoming telephone calls coming to the Finance & Accounting Administrator’s office, answers questions/ inquires, and directs calls to appropriate staff in a professional and courteous manner. Acts as a buffer by screening incoming calls and screening employee requests by exercising independent judgement. Reviews, edits, types, tracks, and maintains files and correspondence items for the Finance & Accounting Administrator’s signature. Assigns, coordinates, and tracks timely responses for correspondence items.  Ensures responses are sufficient and follows the proper department procedures. 

Acts as a Human Resource Liaison. Knowledgeable of all personnel functions and necessary forms to be submitted to Human Resources for all new hires, changes in positions, pay increases, establishing positions, advertising positions, and terminating positions.

Attends required meeting and keeps self-current of all policies and protocols. Prepares biweekly Leave/Attendance records and daily Employee Activity Record (EAR) for supervisor's review.  Performs other miscellaneous related activities as required, including assignment during disaster or special projects.

Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of the principles & techniques of records management
• Skill in operating a personal computer.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Ability to understand, interpret & apply applicable rules, regulations, policies & procedures.
• Ability to prioritize individual workload.
• Ability to frequently bend, kneel, reach, and sit or stand for long periods of time.
• Ability to lift and carry up to 30 pounds as needed.

Minimum Qualifications Preferred 

• Bachelor’s degree from an accredited college or university and two years of administrative experience.  Administrative or clerical experience can substitute on a year-for-year basis for required college education.  

Licensure/registration/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite): N/A

Other job-related requirements for this position:

• 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.
• Incumbent must possess a valid Florida Driver License and have a motor vehicle to carry out these duties.
• This position will abide by all state and federal laws, rules, and DOH policies and procedures.
• Incumbent will have access to records containing social security numbers in the performance of job duties.
• This position is authorized to transport confidential information outside of established DOH-Lee facilities and must comply with parameters defined in DOHP 50-10.
• This position is classified as sensitive. This individual will perform tasks defined as sensitive and handles confidential information. Background screening is a condition of employment.

Working hours: (A) Daily from 8:00am to 5:00pm (B) Total hours in workweek 40 (C) Explain any variation in work (split shift, rotation, etc.) Incumbent may be required to work additional hours if needed

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:

Fort Myers

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.