Onboarding and Volunteer Services Specialist

Requisition No: 843315 

Agency: Department of Health

Working Title: Onboarding and Volunteer Services Specialist

 Pay Plan: Career Service

Position Number: 64062531 

Salary:  $1,876.80 - $1,933.10 

Posting Closing Date: 12/25/2024 

Total Compensation Estimator Tool

Open Competitive Job Opportunity

Your Specific Responsibilities:

Come Join DOH-Team Duval!  If you are looking to establish an exciting and successful career in Public Health, you have come to the right place. Many of our innovative and successful health programs are recognized throughout Florida.

This position is responsible for completing assigned duties in the Employee Resource - Personnel Liaison office in accordance with established statutory & regulatory authority for the Florida Department of Health in Duval County. The main responsibilities include the coordination and management of onboarding new employees, workforce development training, and Volunteer Services Programs. Work is performed under the supervision of the Operations & Management Consultant Manager-SES. This is a professional and independent position performing a variety of complex assignments. 

New Employee On-Boarding:

Public Health Competency Domain 4: Cultural Competency Skills:

• Creates a yearly calendar of NEO training classes.
• Updates all slides and content within the NEO training classes on a yearly basis.
• Ensures that all the following subjects are discussed Leave and Attendance, Cultural Diversity, Sexual Harassment, review of Benefits information, how to complete timesheet, completion of W-4, and basic People First navigation.
• Facilitates culturally competent training by being impartial and objective.  Provides training and technical assistance to agency team members on providing culturally competent care, programs, and services.

TRAIN LMS Systems Manager:

• Serves as manager of the TRAIN system for DOH-Duval.
• Assists employees with technical support questions, as needed.
• Ensures that all new employees are registered and complete all required trainings within required policy guidelines.
• Ensures that all annual mandatory training classes are completed by employees within required policy guidelines.
• Run annual mandatory reporting updates monthly from August 1st through January 1st.  These reports will be emailed to managers and supervisors.
• Run reports as requested.

Volunteer Services and Internships:

• Serves as volunteer/internship coordinator for DOH-Duval.
• Coordinates and facilitates on-boarding for volunteers and interns, which includes coordinating background screenings, issuing badges, maintaining volunteer time logs, volunteer reports, mandatory documentation, and HR Non-FTE tickets.
• Initiates, organizes, and prepares contracts and MOUs for the universities, state, and private colleges.
• Coordinates placement and on boarding presentations by other departments.
• Ensures that all volunteers/interns are registered and complete all TRAIN Florida requirements.
• Recruits, enlists, provides, arranges, and coordinates the volunteer services of individuals, groups, and/or organizations used to help with activities in a large public health department.
• Refers prospective volunteers to appropriate or requested programs and/or departments.
• Coordinate awards ceremonies for volunteer services and staff.
• Assist with budget preparation for volunteer services.

Workforce Development Training Classes:

Public Health Competency 2:  Policy development/Program Planning Skills:

• Facilitates agency-related training/professional development opportunities as well as facilitates the “GROW” program for agency participants.
• Provides coaching, training, and technical assistance to supervisors, managers, and teams to increase their effectiveness, and efficiency in meeting agency priorities.

• Continuously works to develop training classes to enrich workforce skills.
• Continuously works to develop and expand volunteer and internship opportunities.
• Assists in the organization and preparation for the “All Staff” events that occur on a bi-yearly basis.  This involves organizing, committee meetings, budgeting, ordering awards, setting up guest speakers, etc.

Recruitment:

• Ensures recruitment tickets are processed timely and accurately.
• Works with supervisors and managers as requested to review, create, modify, and submit requisitions in the People First Performance and Talent Management system.   
• Ensures that Offer Letters are properly edited and signed by managers before sending to candidates.
• Ensure that all Offer Letters are fully signed and attached to HR tickets.

Attendance and Leave:

• Submits forms, medical documentation, and paper timesheets for employees using sick leave transfer to HR Office within one workday of receipt.
• Assists supervisors and managers with questions about coding timesheets properly.
• Assists supervisors and managers with approving timesheets upon their absence.

Insurance and Benefits:

• Ensures employees are provided with relevant information regarding insurance and benefits upon hire and throughout DOH-Duval years of service.
• Provides required forms and documentation to HR office in a timely and in an accurate manner.
• Answers basic questions regarding insurance and benefits.

Public Health Competency Domain 3:  Communication Skills:

• Confidently, clearly, tactfully, and concisely presents messages in writing, orally, in person, and/or through electronic means.
• Adapts communication style and message to audience.
• Anticipates reactions and prepares responses to address audience concerns.
• Checks for understanding and does not allow misunderstandings to linger.
• Ensures and coordinates a variety of communication channels to disseminate relevant information.

Public Health Competency Domain 6:  Public Health Sciences Skills:

• Develops relationships to inform training design, implementation, and evaluation.
• Maintains a knowledge base of evidence-based practices on a variety of Public Health issues to help inform management and team building practices.

Public Health Competency Domain 8:  Leadership and Systems Thinking Skills:

• Stays abreast of leadership, management, supervision, and team building best practices.
• Seeks and completes opportunities for professional growth, development, and leadership skills.  Maintains integrity and ethics in training design, facilitation, and relationships with internal and external partnerships.
• Accepts, acknowledges, documents, and tracks-in-kind and monetary donations.

General Duties:

• Collects and forwards requested documents to HR office as related to FMLA/FSWP and/or drug screening.
• Participates in the DOH-Duval Disaster Plan, as required.
• Assists employees with general questions concerning HR matters, and/or refers employee to appropriate HR representative.
• Disseminates employee paper checks and completes log form bi-weekly.
• Distributes paper W-2 forms, logs copies of each form, and mails out all remaining forms per State of Florida policies and procedures.
• Disseminates emails or pertinent information to managers and employees.
• Attends Personnel Liaison trainings, staff meetings, and required meeting.
• Serves as cashier for background screens and badge replacements and will follow all Cash Handling Polices.

Performs other duties as required.

Required Knowledge, Skills, and Abilities:

• Knowledge of Microsoft application software programs, specifically Word, Excel, and PowerPoint.
• Ability to clearly communicate interpretations of laws, rules, policies, and procedures.
• Knowledge of State of Florida Personnel Rules and applicable Florida Statues
• Knowledge of basic administrative and clerical procedures and processes.
• Knowledge of Health Insurance Portability and Accountability Act.
• Knowledgeable and skilled at using TRAIN Florida
• Ability to gage workforce and develop workforce development opportunities.
• Skilled at prioritizing and organizing a heavy workload.
• Comfortable talking in front of a large group.
• Skilled at developing positive rapport and ability to communicate orally and in writing clearly and concisely.
• Detail-oriented in all workplace tasks.
• Ability to learn quickly and retain information.
• Must be able to be a team player and maintain a professional work ethic.
• Excellent customer service to both internal and external customers.

Qualifications:

Minimum: 

• Must have experience working in any human resources office, working as an administrative assistant, and/or similar type of position.
• 1 years’ experience coordinating and conducting new employee on-boarding.
• Experience coordinating and conducting various training classes for employees.
• Must be proficient and can work independently using Microsoft software applications, such as Word, Excel, PowerPoint, and Outlook.

Preferred:

• 1 years’ experience coordinating and managing volunteers and intern services.
• State of Florida work experience
• Experience working with any of the following computer applications, including TRAIN Florida, HR Cherwell Ticketing System, People First, E-Verify, FIRs, and MFMP-AOD.

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 Duval County

921 North Davis Street, Building B

Jacksonville, Florida 32209

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.