ADMINISTRATIVE ASSISTANT I - 64004464

Requisition No: 851267 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64004464

 Pay Plan: Career Service

Position Number: 64004464 

Salary:  $38,500.00 to $41,000.00 

Posting Closing Date: 04/27/2025 

Total Compensation Estimator Tool

*This is an open fulltime Career Service Administrative Assistant I position at the Department of Health in Lee County.*

The Administrative Assistant I in this position provides administrative work in the operation of the Community Health division of the Department of Health-Lee County. This position is under the direct supervision of the Administrative Assistant II-SES. Incumbent ensures that the Nursing Director AND Community Health supervisors are kept up to date on all administrative matters coordinating the CH division.  This position requires independent decision making and exceptional organizational skills. Incumbent handles confidential information on a "need to know" basis as defined in DOHP 50-10 Information Security and Privacy Policy. This position has access to the following information sets maintained in paper or electronic format: Human Resources, Purchasing, and administrative related files

ADMINISTRATIVE SUPPORT

Independently develops and/or maintains system for organizing day-to-day department administrative functions.

Assists the Executive Community Health Nursing Director and Community Health division Supervisors.

Updates Community Health personnel phone extension chart, emergency phone tree and Community health calendars. Develops and maintains electronic (or paper as applicable) file organization for Community Health, including copies of nursing Standards of Care, policies, and procedures on SharePoint and/or StorSimple. Maintains office equipment, orders supplies, and maintains inventory of consumable supplies for administration.

Acts as a Human Resource Liaison. Knowledgeable of all personnel functions and necessary forms to be submitted to Human Resources for all new hires, changes in positions, pay increases, establishing positions, advertising positions, references and terminating positions.

Submit monthly outreach report.

Assists with facilities requests and coordination for Community Health.

CORRESPONDENCE/COMMUNICATION

Handles incoming telephone calls coming to the Executive Community Health Nursing Director’s office, answers questions/ inquires, and directs calls to appropriate staff in a professional and courteous manner.  Acts as a buffer by screening incoming calls and screening employee requests by exercising independent judgement. Reviews, edits, types, tracks and maintains files and correspondence items for the Executive Community Health Nursing Director’s signature.  Assigns, coordinates, and tracks timely responses for correspondence items.  Ensures responses are sufficient and follows the proper department procedures. 

MISCELLANEOUS

Attends required meeting and keeps self-current of all policies and protocols. Prepares biweekly Leave/Attendance records and daily Employee Activity Record (EAR) for supervisor's review.  Performs other miscellaneous related activities as required, including assignment during disaster or special projects.

PURCHASING/SUPPLY DISTRIBUTION

Obtain quotes for all Community Health Program. Prepares and retains requisitions from Community Health clinics, processes requisitions as required for the department per E-procurement, or other standards and requirements, obtaining bids as necessary.

Ensures invoices documentation is completed along with supporting documentation. Receives deliveries and stocks in clinic in an organized manner. Coordinates, fills, and delivers monthly office, printed material, medical supply orders.

PROPERTY CUSTODIAN DELEGATE

Maintains records and inventories on vehicles (scheduling maintenance, submitting mileage report, etc.), equipment and furniture assigned to DOH-Lee Community Health division. Oversees and manages division’s equipment, furniture, etc. Serves as liaison between Community Health and IT to ensure relocation/disposal of equipment is updated.

Coordinates annual equipment inspection and calibration of all anthropometric and hematological equipment for DOH-Lee’s Community Health division for state certification.  Ensures each site completes a physical inspection and the required inspection form per equipment. 

Performs other duties as assigned.

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

• Knowledge of digital scanners and associated computer software for scanning programs
• Knowledge of office principles, practices & procedures
• Knowledge of correct spelling, punctuation & grammar usage
• Knowledge of standard business formats & styles for letters & business forms
• Knowledge of the techniques for effectively dealing with people
• Knowledge of filing practices and ability to organize and maintain diversified filing system
• Knowledge of the techniques used for answering telephone calls in a courteous and efficient manner
• Knowledge & ability to utilize problem-solving techniques
• Knowledge of basic arithmetic
• Skill in operating a personal computer and using Microsoft Office Suite including Word, Excel, and Outlook
• Ability and skill in using digital scanner and associated computer software
• Ability to maintain cash drawer, count change, write receipts, reconcile cash on hand with daily receipts
• Ability to perform basic arithmetical calculations
• Ability to operate general office equipment including printer copier adding machine Ability to follow office procedures & practices and read procedures
• Ability to plan, organize & coordinate work assignments
• Ability to communicate effectively working relationship with others
• Ability to understand, interpret & apply applicable rules, regulations, policies & procedures
• Ability to prioritize individual workload
• Ability to frequently bend, kneel, reach, and sit or stand for long periods of time, mobile for scanning
• Ability to lift and carry up to 50 pounds as needed
• Ability to frequently use telephone, computer, copier, and small hand tools, i.e., stapler, scissors, etc
• Ability to work with occasional loud noises or disruptions
• Ability to locate information that is listed alphabetically & numerically
• Ability to follow instructions
• Ability to review data for accuracy & completeness
• Ability to work independently or with minimal supervision

Licensure/registration/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite):

• 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 must possess a valid Florida Driver License and have a motor vehicle to carry out these duties.
• This position will abide by all state and federal laws, rules, and DOH policies and procedures.
• Incumbent will have access to records containing social security numbers in the performance of job duties.

• Selected immunizations or titers and/or periodic screening for tuberculosis may be recommended for this position.

• This position is authorized to transport confidential information outside of established DOH-Lee facilities and must comply with parameters defined in DOHP 50-10.
• This position is classified as sensitive. This individual will perform tasks defined as sensitive and handles confidential information. Background screening is a condition of employment.

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 or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to threats involving any disaster or threat of disaster, man-made or natural.  Emergency duties may also include in-state and/or out-of-state deployment (volunteered for duty).
• Incumbent must possess a valid Florida Driver License and have a motor vehicle to carry out these duties. 
• Taking Confidential Information Out of the Health Department:  This position is authorized to transport confidential information outside of established DOH-Lee facilities and must comply with parameters defined in DOHP 50-10.
• Selected immunizations or titers and/or periodic screening for tuberculosis may be recommended for this position.
• This position will abide by all state and federal laws, rules, and DOH Policies and Procedures.
• This position is classified as sensitive. This individual will perform tasks defined as sensitive and handles confidential information. Background screening is a condition of employment.

Working hours: (A) Daily from 8:00 a.m. to 5:00 p.m. (B) Total hours in workweek 40+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:

Fort Myers

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.

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.