ADMINISTRATIVE ASSISTANT III - SES - 64086373

Requisition No: 874988 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT III - SES - 64086373

 Pay Plan: SES

Position Number: 64086373 

Salary:  $57,400 - $64,400 Annually 

Posting Closing Date: 05/14/2026 

Total Compensation Estimator Tool

ADMINISTRATIVE ASSISTANT III - SES - 64086373

Job posting category: Open Competitive

The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in

Monroe 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.

This position is currently in the process of being updated to reflect the following duties: 

Your Specific Responsibilities:

Assistant to the Administrator

Administrative Support

• Provide daily administrative and operational support to the Administrator.
• Prepare travel arrangements and complete travel reimbursement forms.
• Handle correspondence, schedule meetings, and monitor communication as requested.
• Serve as a liaison between the Administrator, the public, and employees.
• Assist with monitoring the Administrator’s departmental budget.
• Assist with clearing Works charges for travel and purchases, including coding, attaching documentation, and resolving audit issues.
• Assist with HRSA 340B covered entity tasks, including renewals, updates, and registrations.
• Schedule and coordinate meetings including taking minutes for Program Manager meetings, All Staff Day, PMC meetings, and other assigned gatherings.
• Support Executive Leadership Team initiatives such as the Quarterly Newsletter and Employee of the Quarter program.

Personnel Liaison Duties

• Serve as a personnel liaison as outlined in the HRM handbook for regional CHDs.
• Provide support for the People First system and assist employees as needed.
• Guide new employees and supervisors through required training programs, including new employee orientation, basic supervisory training, information security, and Code of Ethics requirements.
• Distribute personnel-related updates such as payroll deadlines, benefits information, performance appraisal timelines, financial disclosure requirements, and insurance enrollment periods.
• Review classification packages for completeness and compliance.
• Manage recruitment processes by serving as the requisition manager for staffing in People First.
• Assist with employee benefits, payroll, leave and attendance, labor relations, and retirement inquiries.

Additional Support Responsibilities

• Participate in local workgroups and committees, including Workforce Development.
• Assist with credentialing and screening processes for staff and volunteers, including Livescan and drug testing coordination.
• Support volunteer services, including application intake, reference checks, and compliance reporting.

Facilities Services

• Coordinate facility maintenance needs, emergency repairs, construction/renovation activities, and related work orders through the county system.
• Support preventative maintenance and housekeeping efforts by providing guidance to staff and contractors.
• Assist with space‑use planning and collect data to support budgeting, acquisitions, and facility operations.
• Handle facilities‑related accounting tasks, including coding and processing invoices, and assisting with contracts, leases, and rental agreements.
• Arrange required health and fire inspections and help ensure safe conditions across all sites.
• Manage facility key control, including maintaining records, ensuring lock functionality, and assigning keys to employees.

Safety, Security, and Privacy Coordination

• Coordinate quarterly health and safety meetings, prevention trainings, and safety drills.
• Assist with coordinating installation and operation of alarm systems in designated areas.

Training, Education, and Systems Support

• Coordinate training for staff using telephone/agent phone systems.
• Manage postage meter activities, including mailings and fund replenishment.
• Serve as backup for copier/printer service requests and maintenance coordination.

Additional duties as required

Required Knowledge, Skills, and Abilities:

Knowledge:

• Knowledge of personnel management, including recruitment processes, employee records management, and compliance with state and federal regulations.
• Familiarity with Florida Statutes, personnel rules and regulations, collective bargaining agreements, and DOH HRM guidelines.
• Strong knowledge of confidentiality policies, including proper handling of personnel records, leave and attendance data, and sensitive employee information.
• Knowledge of People First, AOD (Ariba on Demand), and other HR and procurement systems.
• Knowledge of purchasing and financial processes, including procurement, and invoice processing
• Understanding of workforce development strategies, performance evaluations, and training requirements.
• Knowledge of background screening, drug screening, and volunteer credentialing procedures.

Skills:

• Strong supervisory and leadership skills with the ability to manage cross-functional teams and guide professional development.
• Effective communication and interpersonal skills, with the ability to coordinate across departments and assist employees with HR-related inquiries.
• High attention to detail in reviewing and processing HR documentation, compliance reports, and purchasing records.
• Organizational skills to manage multiple tasks, deadlines, and compliance reporting.
• Skilled in interpreting and applying personnel policies, labor agreements, and regulatory guidelines in collaboration with department leadership.
• Skilled in procurement processes, invoice tracking, and purchasing compliance.

Abilities:

• Ability to use Microsoft Office applications, including Excel
• Ability to maintain strict confidentiality and handle sensitive personnel information with integrity.
• Capability to analyze and implement personnel-related policies, supporting supervisors and employees in navigating administrative procedures.
• Competence in coordinating personnel programs, including internships, volunteers, and workforce development initiatives.
• Ability to streamline personnel processes to enhance departmental efficiency.
• Ability to liaise between employees, supervisors, and central personnel administration, ensuring effective communication and resolution of personnel matters.
• Adaptability to evolving regulations, policies, and workforce requirements, ensuring continuous improvement in personnel operations.

• Ability to foster a positive, professional, and inclusive workplace environment, promoting employee engagement and compliance with personnel standards.
• Ability to work under minimal supervision, independently planning objectives and setting priorities

Qualifications:

Minimum- 

• Valid Florida’s Driver’s License or ability to obtain one within 6 months of hire

Other job-related requirements for this position: 

• This position requires daily in-office or field work.
• 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 may have access to records containing Social Security numbers in the performance of their job duties.

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:

Innovation: We search for creative solutions and manage resources wisely.

Collaboration: We use teamwork to achieve common goals & solve problems.

Accountability: We perform with integrity & respect.

Responsiveness: We achieve our mission by serving our customers & engaging our partners.

Excellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work

1100 Simonton Street Key West, FL 33040

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.

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.    

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.