ADMINISTRATIVE ASSISTANT I - 64081421

Requisition No: 837085 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64081421

 Pay Plan: Career Service

Position Number: 64081421 

Salary:  $36,698.74 (Includes CAD of $1,268.80) 

Posting Closing Date: 09/18/2024 

Total Compensation Estimator Tool

Open Competitive Opportunity 

Specific Responsibilities:

This is an Administrative Assistant I position assigned to the Lantana Health Center. Work is performed under the supervision of the Health Center Administrator and the Community Health Nursing Consultant. Responsible of performing a variety of secretarial and administrative duties across the county.  Primary responsibilities are to provide administrative support to the Center’s Administration Office, Community Health Nursing Consultant, and supervisory staff.  Supports the unit, department and/or organization and works with others in an effort to accomplish the goals of the unit, department and/or organization.  Makes a reasonable effort to adhere to established safety procedures and practices in the work area. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions.

This position is designated as a sensitive position and is required to maintain confidential information in accordance with Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols and Procedures. Confidential Information Sets for this position include all client information in HMS and Medical Records; Files including, physician licenses, DEA and, NPI numbers.  This position has access to the following programs: Health Management System (HMS), Administrative Data, Budget Module, My Florida Marketplace, Internet In-Stock-Inventory System (ISI), Travel Management System (STMS), FMMIS, Health Care District (HCD), and Q-Flow.  Health Management System (HMS) to schedule and cancel patient appointments, modify their demographic data, templates – to modify, create or cancel, My Florida Marketplace (MFMP) to order medical and office equipment. In-Stock Inventory Ordering Solution (ISI) to order supplies from General Services. Travel Management System (STMS) to assist all staff with travel claims. 

Assist the Health Center Administrator, Community Health Nursing Consultant and supervisory staff in the planning, implementation, monitoring of clients and evaluation of the Center’s managed health care delivery system.  Assumes the responsibility for correspondence and communication with the health center staff, local private providers, hospitals under the direction of administration leadership, The Health Care District, elected officials, and other agencies by phone and in writing.  Support the Health Center Administrator and Community Health Nursing Consultant in supporting productivity, team meetings, quality management and the automated appointment system. 

Acts as personnel liaison for the Health Center Administrator, Community Health Nursing Consultant and supervisory staff for coordinating and assuming responsibility for preparing requisitions, advertising vacant positions, arranging applicant interviews, completion of personnel packets including but not limited to employment termination, reassignment, reclassification packets and pay increases, position updates, prepare justification forms, monitor and ensure all licensed staff maintain current license on file and sends notifications as required. Creates and maintains administrative and personnel files for staff.  Assists supervisory staff with entering data for staff performance objectives. Prepares travel vouchers for all staff and enters in the Travel Management system within established time frame.

Orders office supplies and equipment in ISI and MFMP-My Florida Marketplace.  Obtains quotes for medical supplies before placing orders. Obtains quotes from IT prior to ordering any equipment or peripherals. Accepts and reconciles all orders in Internet In-Stock Inventory System and My Florida Marketplace.  Submits vendor performance survey upon request. Researches and coordinates purchase of special items. Ensures medical equipment is repaired in a timely fashion.

Monitors daily all clinic templates and works with supervisors in modifying HMS templates for nurses and providers. Opens or cancels HMS templates at the Supervisor’s request. Re-schedules patient appointments in HMS as needed or assigns to delegated person. Coordinates and maintains records regarding accrual leave and vacations and ensure vacation is coordinated with HMS templates to ensure proper work coverage.

Works with nursing staff to coordinate the sterilization process within Family Planning Title X funds and documents in the E.H.R. (Electronic Health Record). Attends team meetings, QI meetings and in-services as directed by the supervisor.  Attends meetings and takes notes as requested. Retrieves, stamps and routes incoming USP mail for all agencies within the clinic. Maintains online calendar for staff leave. Prepares routine correspondence as needed.

Perform other duties as assigned.

Knowledge, skills and abilities, including utilization of equipment, required for the position:

• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices. 
• Knowledge of the methods of data collection. 
• Knowledge of the principles and techniques of effective communication.
• 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 use standard business formats and styles for letters and business forms; using correct spelling, punctuation and grammar. 
• Ability to assist in formulation of budget preparation.

Qualifications:

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 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.
• Valid Driver’s License.
• This position may travel to another Health Center to provide services at the discretion of Administration.

Working hours: (A) Daily from 8:00 AM to 5:00 PM (B) Total hours in workweek 40 (C) Explain any variation in work (split shift, rotation, etc.)      

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:

1250 Southwinds Drive, Lantana FL 33462

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.

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.