ADMINISTRATIVE ASSISTANT II - SES - 64049248

Requisition No: 881407 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - SES - 64049248

 Pay Plan: SES

Position Number: 64049248 

Salary:  $43,353.51 - $45,238.44 

Posting Closing Date: 08/14/2026 

Total Compensation Estimator Tool

Internal Agency Opportunity

Applicants accepted only from Department of Health employees, (includes OPS, Career Service, SES or SMS employees).

 Applicants will not be accepted from outside the department.

Specific Responsibilities:

This is an Administrative Assistant II-SES position responsible for implementing, planning, managing or coordinating all operations and activities within the Lantana/lake Worth Health Center that relate to Fiscal, Custodial and security. This position is responsible for monitoring client data entered by Direct Clinical Services staff and ensure policies and procedures are followed as per the Health Management System Manual. Analyzes internal process, plans or implements agency procedural and policy changes to improved operations. This position functions independently in completing research projects, making decisions and assigning duties. Manages all support operations to assure the productivity and continuity of center activities. Functions as part of the Center Management Team. Work is performed under the supervision of the Community Health Nursing Consultant. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions. This position spends the majority of the time engaged in supervisory responsibilities. This includes communicating, motivating, training, and evaluating employees in addition to planning and directing employees’ work. The incumbent has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action. The incumbent will also be required to develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensuring proper coverage, and complete timesheets.

This position is designated as a sensitive position and is required to maintain confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols and Procedures. This position is designated as the Key Custodian for this office as per the DOHP-50-10 Information Security and Privacy Policy. Confidential Information Data Sets: Social Security Data, Health Management System (HMS), Clinical Information Data. This position may view, update or release information. Accesses Florida Medicaid Management Information System - Health Care District to verify client eligibility. Access to Availity System to verify clients' eligibility. This position requires access to the Florida system to determine the presumptive eligibility of pregnant women for the Sobra Medicaid. Access to My Florida Market Place (MFMP) to creates requisitions for the procurement of the respective Division commodities or needed serves. Has access to the Presumptive Eligibility for Pregnant Women (PEPW) database to track number of clients seen and the status of their eligibility outcome for Medicaid and for Health Care District. Reviews PEPW database reports to research billing denials. Has access to Internet In-Stock Inventory (SIS) for order in house supplies for clinic use. Monitor the Q-Flow system to ensure clinic flow is monitored daily.

Implement procedures to improve productivity and customer service. Plans and schedule activities to accomplish individual goals and objectives implements correction action plans to solve problems. Plans organize and coordinate activities and resolve problems. Prepares, reviews and submits reports concerning activities and other items affecting program services. Presents information at staff meetings, in-service to promote services, exchange ideas, and accomplish objectives. Assist with the orientation of new employees. Responsible for performing monthly audits on their staff and the Health Services Representative under nursing for the Lantana Centering Pregnancy clinic departments as required by the Health Access Clinical Division. Including but not limited to, audits, Monthly productivity reports, PEPW, Family Planning, Family Planning Waiver, Family Planning unknown income report, sell pay checkout report and the Billing error report for Finance and Accounting.

Administers, interprets and explains policies, rules regulations and laws due to collecting of money from clients, customers etc. conducts and reviews with the Administrative Assistant - I the automated transactions such as charges and payments which affect the patient's account. Provides daily consultation and assistance to management and staff in the management and operation of Department of Health fiscal policies and procedures. Research problems and causes for delays in automated billing of Medicaid, Medicare, Health Care District and third-party claims. Responsible for developing a corrective action plan to minimize billing errors. Responsible for completion and analysis of special financial reports required by Health Center Administrator and/or agency. Reporting consists of accounting transactions for projects such as Family Planning, Maternity, STD, Immunization and SOBRA. Responsible for ensuring daily cash reports are sent to the Fiscal Office.

Provides technical assistance for the Florida system to the PEPW staff and other Administrative Assistants ll. Trains co-workers and troubleshoots issues that arise for all PEPW staff and supervisors. Serve as a liaison between Children and Families in Palm Beach County.

Responsible for management of the building to ensure the exterior and interior of the facility is neat and clean at all times. Investigates, assesses, analyzes and makes recommendations to resolve issues and problems regarding the building to ensure the building is safe. Monitors and reviews maintenance practices for building, parking area and lawn with Facility Services Manager to resolve issues regarding to the building being up to code as set forth by the State of Florida. Take independent corrective action, monitors, reviews the order of facility supplies and maintains inventory control for disbursing facility items such as restroom supplies or cleaning items.

Responsible for security of the facility and ensures the facility is alarmed and locked at the end of each work day. Serves as liaison and representative at County security and emergency meetings. Investigate all incidents during regular work hours and report to appropriate authorities. Responsible for alarm, safe combination and contents of sale. Secures and distributes all financial transactions payroll, travel check as required.

Responsible for supporting the payment and invoice management for the new purchasing system “Ariba On Demand” (AOD), tracking received purchases from MFMP indicating all purchases as “received” in the AOD electronic system, certifying all received purchases are correct, and complete. Match ordered against the invoice, attesting that payment from Finance and Accounting (F/A) can be released to vendor, and adjusting/reducing encumbrances via AOD. These additional duties directly support the F/A department, reduce the likelihood of billing/purchasing errors, and improve the timeliness of accounts payables.

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 collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
• 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 supervise others.

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. 
• Travel throughout Palm Beach County is required. 
• The incumbent in this position may be required to use vehicles owned, leased, or operated by the state or county to conduct official state business. State or county vehicles shall be used only for officially authorized duties and not for personal use, unless a specific exception applies under Florida law (F.S. § 287.17). 

Working hours:   (A) Daily from 8:00AM to 5:00PM  (B) Total hours in workweek 40  (C) Explain any variation in work (split shift, rotation, etc.) This is a full-time, in-office position only.

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, Lanatana, 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.

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. 

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.