ADMINISTRATIVE SECRETARY - 64045827 1

Requisition No: 854981 

Agency: Department of Health

Working Title: ADMINISTRATIVE SECRETARY - 64045827 1

 Pay Plan: Career Service

Position Number: 64045827 

Salary:  $37,117.08 annually 

Posting Closing Date: 06/22/2025 

Total Compensation Estimator Tool

 Administrative Secretary

Your Specific Responsibilities:

This position provides administrative support for both the County Medical Director and the Program Manager of the Pinellas County Health Program.

Some high level duties include:

• The incumbent works independently with internal and external stakeholders (within the agency, management and staff and outside the agency with state and local officials, public and private agencies).
• The incumbent maintains schedules/outlook calendars, is able to create correspondence as necessary, arranges meetings and training including securing location and preparing the materials. Submits all travel documentation in the STMS system as a preparer. 
• Accepts complex telephone and personal inquiries from public and private sources, the specialty care providers, CHD staff, and can research any issue or direct to appropriate resources. Coordinates and schedules interviews for job applicants when required. 
• Participates in various Specialty care meetings.  Assists manager in making decisions and solving problems by collecting data and information that can be used in choosing the best solution.  Updates position descriptions and other documents as necessary.  Updates CAPs and phone lists. Meets regularly with supervisor to discuss issues, opportunities, and provide input regarding program functioning and any barriers to success.  This includes but is not limited to complaints or inquiries regarding services provided by DOH.  Enters own EARS in a timely manner.
• Knowldegeable of state contracts and P-card requirements and applies when appropriate.Ensures required documentaion for all purchases is reccieved and maintained.
• Responsible for reviewing purchase requisitions in the MFMP system for accuracy, correctness, and completeness in accordance with local and state procedures within the specified timeframe.

Prioritizes work daily and effectively and efficiently recognizes when changes in priorities must take place.

• Scans and imports to HMS all documents according to established naming conventions, monitors own work to ensure that documents have been accurately scanned and imported.
• Writes Progress Notes in HMS as needed to identify record errors/deletions to imported documents.  Writes Progress Notes in HMS and identifies the correct center/physician to send to for electronic review of the document.
• Receives, opens, sorts, date stamps and checks documents for accuracy prior to scanning and identifies poor originals/errors and acts within scope of responsibility or brings to the attention of the supervisor if needed.
• Demonstrates excellent organization skills to ensure that all documents received are dealt with on a timely basis.
• Establishes and maintains positive working relationships with other members of Utilization Management/Referral team.
• Use multiple computer applications to perform duties and keeps technical skill currents which includes MS Office Suite, HMS, and CHEDAS. Uses the efax system.
• Maintain client confidentiality in accordance with Florida statutes.
• Demonstrates good interpersonal communication skills via in-person and /or telephone encounters.
• Answers referral center switch board telephone calls courteously and promptly with accurate information.
• Forwards all calls to referral switchboard operator when away from desk.
• Adhere to established safety procedures and practices in the work area.
• Promptly report to designated workstation as scheduled.
• Sorts incoming referrals.
• Checks for duplications and changes to provided services.
• Completes medical record request/releases in a timely manner.
• Attaches proper referral documentation to obtain approval Rx as needed.
• Prints letters for providers and fax as needed.
• Attends training as required for position.

Performs other duties as deemed appropriate for position.

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

• Ability to maintain strict confidentiality.
• Ability to establish and maintain working relationships.
• Skilled in working effectively with the public.
• Skilled in effective methods of communication verbal and written, documents in EMR using approved abbreviations.
• Ability to review data for accuracy and completeness.
• Ability and knowledge to perform mathematical calculations.
• Knowledge of computer systems and programs including MS office, CHEDAS, FLMMIS, HMS, FL Shots

Qualifications:

Minimum

High school diploma is required

Preferred

Previous experience in office setting using computers, multi-line phones and other equipment preferred.

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:

St. Petersburg DOH: 205 Dr MLK JR St N, St. Petersburg, FL  33711

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, 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.