ADMINISTRATIVE ASSISTANT III - SES - 64031330

Requisition No: 854678 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT III - SES - 64031330

 Pay Plan: SES

Position Number: 64031330 

Salary:  $39,320.81-$54,000.00 

Posting Closing Date: 06/20/2025 

Total Compensation Estimator Tool

Open Competitive Opportunity

Your Specific Responsibilities:

This position spends more than 50% of the time engaged in supervisory responsibilities. This includes communicating with, 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 is a professional position responsible for supporting the section administrator in the Radiation Machine Section with coordination of assignments and responsibilities which impact the Section and the Bureau.  This position is confidential and works independently in making decisions and obtaining solutions to routine problems, issues and other matters within established office policies, procedures, guidelines, rules and laws relating to registration of x-ray machines and vendors, purchasing, correspondence, document tracking/control and coordination, supervising staff, processing revenue and the Florida Administrative Code, Chapter 64E-5 as it relates to the Radiation Machine Section.

Establishes priorities coordinated with the section administrator for office staff and inspection offices to meet regulatory goals and priority time frames.  Supervises office support staff including: hiring, preparing performance expectations and preparing and conducting performance evaluations, reviewing and approving leave and attendance, and recommending and conducting correction or disciplinary action.  Oversees staff responsible for processing $2 million plus dollars in registration fees annually.  Responsible for planning administrative office management procedures outlining functions to assist personnel.  Independently plans workload, workflow, and establishes deadlines to ensure maximum use of time and resources.  Coordinates the administrative support functions for the Food and Drug Administration’s Mammography Quality Standards Act Contract and other special surveys.  Represents section administrator at meetings to gain information and disseminate policy as authorized.

Oversees the Radiation Machine Section registration and renewal processes, vendor registration process, collection and assignment of fees, data entry of inspection results, and records management of all section files.

Responsible for the collection of monies for dishonored checks.  Investigates, corrects and documents all registration fees related to errors/problems and reports to section administrator.  Researches and corrects mismatched fees and unmatched receipts and prepares refund requests.  Pursues all outstanding accounts receivables for the Radiation Machine Section from first written notice through third notice.  Makes determination for escalated enforcement actions and collections, prepares the required documents working with the section administrator and the General Counsel’s office.  Tracks all accounts receivables and collections through completion.

Processes a variety of routine correspondence, investigates subject matter and prepares replies.  Reviews reports which require action, takes action on routine reports, and recommends possible solutions on more technical reports.  Reviews all correspondence prepared for the section administrator’s signature to include enforcement documents ensuring department and bureau correspondence policies are followed.  Prepares monthly and quarterly reports.

Reviews, evaluates and coordinates implementation of policies and procedures which impact the section operations.

Serves as the section coordinator for public records requests and section assignments for the bureau’s email inbox (zzzz mail).  Maintains a tracking system to ensure all requests or assignments are responded to within the department and bureau time frames.

Manages the Radiation Machine Section vendor registrations including the review of vendor registration applications and reports for compliance with Florida Administrative Code Chapter 64E-5.

Assists the section administrator, inspection staff, radiation machine staff and registrants by providing regulatory and professional guidance.

Serves as the section purchasing liaison in determining needs and ensures all bureau and department purchasing guidelines are followed.  Responsible for ordering all equipment, supplies, forms, etc., ensuring all are ordered and available when needed.  Prepares the quarterly budget request for the section working closely with all staff to ensure all needed items and travel requests are included.  Prepares all MFMP purchase requisitions and obtains all required quotes and/or e-quotes.  Maintains a state purchasing card.  Responsible for reviewing and reconciling purchases, attends training on usage and maintains security of the card.  Understands that personal or unauthorized use of the card will result in disciplinary action and restitution to the department.

Other related duties as assigned.

Knowledge, Skills, and Abilities:

Knowledge of, operations and administrative practices, Microsoft Office, or equivalent software, supervisory principles and practices, purchasing practices & procedures, travel rules and regulations, fiscal policies and procedures, proper punctuation, spelling, and grammar, public records law. Ability to, train other employees and prepare effective standard operating procedures, meet deadlines, work independently, establish and maintain effective working relationships with others in a team environment, communicate effectively verbally and in writing, including via print and electronic media, use proper telephone etiquette, plan, organize and coordinate work assignments for multiple employees, recognize, analyze, and solve problems, use Microsoft Office, or equivalent software, effectively to perform daily duties, proofread materials and make necessary corrections, prepare letters, memoranda and other standard correspondence and reports in correct format, effectively supervise employees,  understand and apply applicable personnel rules to include leave and attendance, discipline, travel, recruitment and selection, understand and apply applicable fiscal rules to prepare and review deposits, sort data alphabetically, numerically, and categorically. Skills in, typing; using a personal computer to create, open, copy, move, save, email, print, & search for files; using a multi-line phone system, using a document scanner; preparing letters, memoranda and other standard correspondence, proofreading materials and making necessary corrections.

Qualifications:

Three years of experience performing high level administrative duties, using Microsoft office suite, at lease one of the three years at a supervisory level.  An Associates Degree may substitute for one year of administrative non-supervisory experience.

Preferred – At least two years of experience working with MyFloridaMarketPlace.

Travel Time: 1-25%

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:

4052 Bald Cypress Way, Building 4042, 2nd Floor, Tallahassee, Florida 32399.

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.