ADMINISTRATIVE ASSISTANT III - SES - 64006240

Requisition No: 863872 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT III - SES - 64006240

 Pay Plan: SES

Position Number: 64006240 

Salary:  $42,000- $48,000 

Posting Closing Date: 11/02/2025 

Total Compensation Estimator Tool

This is a highly responsible and independent position reporting to the FDOH Bay Administrator/Health Officer. The incumbent performs administrative activities that involve independently planning administrative objectives and priorities. Responsibilities involve managing activities requiring development and coordination of objectives and prioritizing delegated assignments. The incumbent in this position is responsible for the integrity and confidentiality of data sets under his/her control.       

The incumbent acts as Assistant to the Health Officer, which involves answering and screening phone calls, managing and scheduling appointments/meetings, handling complaints by referring to appropriate supervisor and coordinating plans with the Health Officer. Assists with internal and external communications and requests to disseminate and/or provide information to leadership, supervisors, fellow workers, community partners, and the public. This information can be exchanged face-to-face, in writing or via telephone/electronic transfer. The incumbent in this position is responsible for compiling, reviewing, and analyzing data for document preparation; and in many instances through personal composition, prepares complex technical documents and correspondence. Performs special CHD assignments, research, and report preparation. Manages a wide range of correspondence, reports, and technical information. Independently composes and/or drafts memoranda and correspondence for signature. Records, transcribes, and develops historical archives for official meeting minutes. Schedules and coordinates rooms for meetings and trainings. Assists Health Officer with travel including data entry in State Travel Management System (STMS).

Serves as Personnel Liaison for Bay County Health Department to include, but not limited to, assisting in the following areas: New Employee Orientation, preparation, and submission of FLHealthDesk-HR tickets for required Human Resources actions, DOH Bay Equal Employment Opportunity Coordinator, updating and monitoring of HR related reports and other related duties, as necessary. Creates PeopleFirst requisitions for advertising vacant positions in the PeopleFirst staffing system following all procedures, printing employment applications and reviewing them for completeness and accuracy and minimum qualifications. Schedules and ensures all potential employees/volunteers/contractors receive a Level 2 background screening. This position assists supervisors in preparing job descriptions and supporting documents for all classification actions. Reviews position descriptions for accuracy and completeness. Creates and updates VISIO produced organizational charts as needed. Participates in Human Resources conference calls and assists with special projects and tasks. Ensures new personnel are registered in Everbridge. Incumbent is responsible for preparing TRAIN accounts for new employees, registering employees for training courses, monitoring completion of mandatory trainings, preparing reports for administration, and participating in TRAIN conference calls.

Ensures all timesheets are approved timely. Incumbent is responsible for monitoring timely submission of Employee Activity Records (EARs) and Customer Service Records (CSRs) and preparing reports for administration to ensure required percentage is maintained for the Administrative Snapshot.

Prepares employee security ID badges and maintains accurate records. Serves as key custodian; maintains records and issues keys to building and collects keys as appropriate. Monitors timely completion of Performance Expectations, Performance Evaluations and Annual Employee Training. 

Enters routine My Florida Marketplace purchase requisitions as well as establishes agency-wide annual blanket purchase orders. Monitors purchased goods and services received throughout the process to delivery and invoicing timely according to DOH policy; all documents are tracked for accountability. Monitors purchase orders for sufficient balances and reconciles processed payments with encumbrance reports to ensure balances are correct.

All other duties as assigned.

Required Knowledge, Skills, and Abilities:

• 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 prepare correspondence and administrative reports.
• Ability to utilize problem-solving techniques.
• Knowledge of MyFlorida MarketPlace (MFMP) System.
• Knowledge of the principles and techniques of effective verbal and written communication.

Qualifications:

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:

597 W. 11th Street, Panama City, FL 32401

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.