ADMINISTRATIVE ASSISTANT I - 64041140

Requisition No: 852358 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64041140

 Pay Plan: Career Service

Position Number: 64041140 

Salary:  $33,760-$37,792 

Posting Closing Date: 05/07/2025 

Total Compensation Estimator Tool

Internal Agency Opportunity

Only current Department Of Health employees will be considered.

The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Pasco 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 position who works in the WIC Administration Office assisting the Public Health Services Manager and the supervisors of WIC and DI by providing analysis and research on a variety of administrative matters. Work involves assignments that are broad as to objective and content and require independently making decisions and obtaining solutions by operating within well-established policies, laws, rules, and guidelines. This position-requires an expert understanding of the Federal WIC Program and the use of the WIC FL-WiSE System with minimal supervision. After successfully completing the Florida Nutrition Training modules, assist in providing quality nutrition services to WIC participants in compliance with the Federal Regulations. The incumbent is expected to promote cooperation, courtesy, and teamwork as an employee of the Florida Department of Health in Pasco County. This requires representing the agency and its mission and values while acknowledging that all information held in health records is confidential, with access governed by state and federal laws. Confidential information includes the clients name, address, medical, social and financial data and services received. Utilizes proper operation of office equipment i.e. computer printer, copier, scanner, calculator, etc. Assists with completing correspondence with staff and the public. This position requires reliable transportation to travel to all WIC sites within the county.

Assists in organizing and coordinating activities as directed in support of the Public Health Services Manager and the supervisors ofWIC and DI. Assists in conducting daily administrative activities and/or directing special projects or activities anticipating organizational needs and keeping apprised of planned activities via written and oral communication and documented in calendars, follows up on meeting requests and confirming meeting times and locations. Manages travel approvals, arrangements, and reimbursement documentation for Public Health Services Manager and the entire WIC staff; serves as the main point of contact for travel-related questions. Coordinates internal and external meetings, including the All WIC Staff Meetings, while ensuring meeting announcements are clear; prepares agendas and provides to attendees; takes minutes of meetings and maintains official meeting minutes. Schedules meeting rooms and vehicles; distributes mail.

Responsible for daily administrative activities for Pasco WIC and ensuring those activities follow DOHP-180-03 (Customer Focus Policy). Activities may include but not limited to answering phones, taking complete messages, determining appropriate caller referrals (internal or external), and both WIC and DI organizational charts are updated regularly. Responsible for obtaining and maintaining a current staff phone list and their emergency contact information as it changes. Data entry and maintenance of Pasco WIC activity records to share with the agency monthly and State Office yearly. Responsible for and maintains a position description book with the most current position descriptions for WIC staff, including OPS positions' duties and responsibilities documentation as mandated by the State WIC Office.

Weekly, review of and reports on WIC staff timeliness and updates Health Management System (HMS) records as required by the State Office. Weekly, reviews WIC staff timesheets with Employee Activity Records (EARs) for accuracy and requests revisions as needed; researches discrepancies and takes prompt action in making the necessary corrections. Verifies that corrective action was taken by employees. Utilizes customized software system to incorporate individual service files into a consolidated departmental report that summarizes the total services by category and/or program. Produces salary expenditure spreadsheets by program worked including WIC Administrative sub-categories. Assists with training staff on completion of their timesheets, EARs, and travel accurately to meet deadlines and any other training needs.

Schedules appointments and makes appropriate health and social services referrals. Maintains current knowledge of the Federal WIC program regulations including WIC memos, WIC FL-Wise system guide and the WIC Procedure Manual OHM 150-24.

Accurately compiles and records income, demographic, and other information necessary to determine WIC program eligibility and advises WIC participants of their rights and obligations according to federal guidelines. Ensures that the Florida Voter Registration processes are completed accurately. Assists in reviewing all sites Voter Registration Transmittals for accuracy and compliance according to the rules, including the monthly Voter Registration Report. Maintains a courteous and cooperative working relationship with staff and the public. Assists in decreasing non-participation by contacting clients for appointments who appear on related reports such as the No Show and Clients Eligible for Benefits reports.

Compiles eligible candidate applications, schedules interviews, performs and documents reference checks, provide paperwork to interviewing candidates, assembles hiring packets and assists with general hiring and interviewing duties for the WIC program. Data entry and maintenance of Pasco WIC records of job postings, recruitment, positions hired, and staff who leave the agency.

Assists with WIC QA/QI projects and audits and related data entry. Participates in and tracks outreach efforts for submission in the NEAR's report. Refers vendor queries to the vendor manager and client concerns to the supervisor.

Promotes and supports breastfeeding initiatives.

Obtains staff leave requests and completes biweekly schedules for all locations and assists in determining staffing schedules. Responsible for recording and maintaining last-minute schedule changes and staff call outs.

Completes and submits time sheets, EARS, and travel accurately and according to established division and agency guidelines. Attends and participates in staff and committee meetings and training activities.

Performs other duties as required.

Required Knowledge, Skills, and Abilities:

Knowledge of office procedures and practices.

Knowledge of the methods of data collection.

Knowledge of the principles and techniques of effective communication.

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.

Qualifications:

Minimum- High school Diploma or GED

Must have a valid Florida's Driver's License

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:

7509 State Road 52, Hudson, FL 34667

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;

Your take home pay can be significantly influenced by your insurance premiums.  Compare your current premium with the State of Florida employee premiums!

• Monthly employee premium for the standard PPO/HMO:
• Single coverage is $50
• Family coverage is $180
• Monthly employee premium for the High Deductible Health Plan PPO/HMO:
• Single coverage is $15
• Family coverage is $64.30

• 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.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.  

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.