OPS ADMINISTRATIVE ASSISTANT III - 64853373

Requisition No: 844406 

Agency: Department of Health

Working Title: OPS ADMINISTRATIVE ASSISTANT III - 64853373

 Pay Plan: Temp

Position Number: 64853373 

Salary:  $18.90/Hour 

Posting Closing Date: 01/15/2025 

Total Compensation Estimator Tool

OPEN COMPETITIVE JOB POSTING

POSITION IS ADVERTISED AS PENDING RECLASSIFICATION

Your Specific Responsibilities:

This position provides administrative support for the Ryan White HIV/AIDS Program and the Okaloosa County Health Department. The Administrative Assistant III will provide support for the entire Ryan White program, including management and medical staff.  Responsibilities will also include the following:

• Assist Ryan White program staff with preparing for meetings, conferences, and presentations by providing scheduling, document support, and meeting minutes.
• Maintain documents that support Ryan White program functions such as continuity documents, client lists and tracking spreadsheets.
• Assist with Ryan White annual grant reporting under direction of Ryan White program manager.
• Assist with Ryan White program and client reporting and updates using CAREWare software under guidance of Ryan White program manager.
• Assist ADAP (AIDS Drug Assistance Program) Coordinator with client enrollments, recertifications and monthly reports.
• Assist staff with attaching confidential client documents to electronic medical record and routing to appropriate Ryan White program staff for review and signature.
• Communicate with clients confidentially, clearly and professionally via phone as instructed by Ryan White program staff.
• Assist with Ryan White program clinic scheduling and intake.
• Assist with processing and tracking of contracted client referrals including management and maintenance of contract referral tracking spreadsheet.
• Prepare invoice documentation for referral invoices from outside specialty vendors for Budget Specialist.
• Receive contract pharmacy invoices via email and add to the invoice tracking worksheet.
• Access contract pharmacy website to match receipts to invoices once weekly.
• Prepare the Commodities receiving report from contract pharmacy, add coding sheet, update 340B invoice tracking log, and forward to Budget Specialist for final processing.
• Other general office duties as required

Performs all other duties as assigned in support of the Agency’s mission and vision.

Required Knowledge, Skills, and Abilities:

• Knowledge of the Microsoft Office suite of products (i.e., Word, PowerPoint, Teams and Excel)
• Knowledge of English spelling and grammar rules
• Skill in document editing using MS Word
• Skills in creating and editing PowerPoint and Excel documents
• Ability to maintain client confidentiality, work collaboratively, and with integrity
• Strong attention to detail, flexibility, self-discipline, and workplace professionalism

Qualifications:

• 2 years’ experience working in a professional office setting preferred

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:

Florida Department of Health in Okaloosa County

221 Hospital Drive NE

Fort Walton Beach, FL 32548

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)
• Deferred Compensation (voluntary)
• Employee Assistance Program (voluntary)
• 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.