ADMINISTRATIVE ASSISTANT II - 64063903

Requisition No: 863673 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - 64063903

 Pay Plan: Career Service

Position Number: 64063903 

Salary:  $1,336.92 - $1,510.02 biweekly 

Posting Closing Date: 10/27/2025 

Total Compensation Estimator Tool

Your Specific Responsibilities:

This position performs administrative/specialized and technical duties at Department of Health (DOH) in Hernando County, requires the incumbent to make independent decisions and provide solutions to problems while operating within clearly defined policies, procedures, and guidelines. Duties involve compiling and maintaining local personnel records, recording data for each employee, i.e. but not limited to; address, absences, supervisory reports, appraisals, background screenings, drug testing, etc. Responsible for filing employment records and retrieving employees’ files to furnish information to authorized staff for processing personnel actions.

Administrative

Serves as the Personnel Liaison (PL); responsible for administrative work within the DOH - Hernando including but not limited to: gathering data from local files to answer inquiries and provide information for personnel actions. Prepares listings of vacancies and distributes information regarding the positions being advertised, conducts employment verifications, and approves of timesheets (if requested by supervisor). Maintain, update and prepare all local copies of employee's electronic personnel files, closed files, volunteer files, licensure, position descriptions, etc.

Files all forms, pay action(s), certificate(s), etc., in files according to policy. Copies and forwards originals to Consortium through FLHealthDeskHR. Responsible for typing of correspondence, policies and procedures, manuals, financial data; drafts routine acknowledgements in response to inquiries; maintains calendars, i.e., appointments scheduled, meetings, etc.

Insurance and Benefits

Serves as insurance and credit union liaison scheduling and announcing visits. 

Recruitment

Manages the DOH - Hernando employee recruitment program. Ensures positions are authorized prior to recruitment and provides information to applicants and prospective applicants concerning specific positions and the advantages of state employment. Reviews position descriptions for correctness, post staffing requisitions through People First System and FLHealthDeskHR. Reviews complete recruitment packages, ensures the selection is job-related and well documented. Must be aware of current ADA, Veteran's Preference, EEO & Affirmative Action guidelines and laws.

Responsible for screening, reviewing all applications for employment according to policy and minimum qualifications of each position. Provides supervisors with grading criteria and all related information to complete the hiring process. Prepares hiring packets, verifies and maintains education licensure, and experience. Completes reference checks as requested.

Background Checks

Oversees and performs onsite Live Scan Level 2 fingerprinting and Level 1 sex offender checks. Completes the Drug Testing and Consent Notice and the Drug Screening Request Form for all safety sensitive positions and forward to regional human resources hub.

TRAIN Administrator

Input employees into TRAIN, coordinates and ensures all employees are enrolled and complete mandatory trainings. Conducts periodic verification of employee TRAIN completion. Responsible for tracking, monitoring, gathering, and inputting all training into TRAIN for seminars and classes attended by employees, i.e., annual security, code of ethics, HIV 501, CEU updates, CPR, licensure courses, domestic violence training. Maintains training schedules/calendars for orientation/training of new staff members, supervisory training and continuous training of all staff.

Employee On-Boarding

Conducts on-boarding/New Employee Orientation. Provide information regarding benefits and insurance programs. Coordinates and ensures all new hires attend the internal new hire orientation including reviewing and signing all required new hire paperwork, prepares employee identification badges, completion of new hire training, and provides HMS/People First training including input of required fields for timekeeping purposes. Provides benefits overview to include leave accrual, usage, and overtime guidelines, options for insurance, retirement and deferred compensation programs.  

Attendance and Leave, Health Management System (HMS):

Provides guidance and interpretation of leave and attendance policies and procedures, rules and regulation. Acts as the Time Administrator in People First and assists employees and supervisors to ensure timesheets are completed and approved on a bi-weekly basis by the payroll deadline. Inform employees of internal process regarding leave without pay and forward to lead DOH - Hernando payroll representative. Assists employees and supervisors with input and approval of flexible schedules in People First.

Serves as the HMS Liaison. Enters new employees into HMS. Enters provider licenses into HMS. Assists employees and supervisors with EAR coding, reviewing and certifying. Prepares reports for Administrator.

Vitals Statistics

Serves as back up to Records Specialist as a Deputy Registrar, signs Death, Fetal Death and Birth Certificates, checks for errors, make copies of originals for DOH - Hernando records. Makes copies for clients and or Funeral Directors as requested and per current State guidelines. Verifies all data according to policy.

Required Knowledge, Skills, and Abilities:

• 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 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.

Qualifications:

Must have a minimum of 2 years of verifiable administrative support in an agency to include Microsoft operations, direct inquiry responses, data collection and maintenance, as well as data integrity.

Must possess a Notary Public certificate or are able to obtain within 90 days of hire.

Preferred fluent in any language in addition to English.

Preferred at least 1 year experience working in Vital Statistics i.e. birth and death certificates.

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:

7551 Forest Oaks Boulevard Spring Hill, FL 34606

300 S Main Street Brooksville, FL 34601

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.