Requisition No: 835370 

Agency: Department of Health

Working Title: ADMINISTRATIVE SECRETARY - 64048356

 Pay Plan: Career Service

Position Number: 64048356 

Salary:  $33,760- $37,136 

Posting Closing Date: 11/04/2024 

Total Compensation Estimator Tool

OPEN COMPETITIVE

Your Specific Responsibilities:

This is an advanced administrative secretarial position assigned to the Bureau of WIC Program Services. This position requires a high degree of initiative, independence, judgment, accuracy and understanding of office administration. This position is 100% supported by the federal Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) grant and the incumbent is responsible for the following tasks:

Answers the Bureau’s centralized telephone system to ensure telephone coverage within the Bureau. Routes callers to the appropriate staff member. Responds to requests for information when the call requires an answer based on clearly established procedures or basic program information. Records accurate phone messages when staff is not available, and the caller chooses not to use voice mail; delivers messages timely.

Provides administrative support to the bureau by being lead on greeting visitors, responding to routine questions, maintaining files (includes archiving old files), typing correspondence and reports, processing incoming and outgoing mail, maintaining office equipment and supplies, and performing other office support functions as assigned. 

Develops and maintains records, and other related materials for assigned programs. Proofreads and edits written materials for appropriate sentence structure, flow and grammar; formats written reports and processes for routing to supervisor or others for approval. Makes copies of correspondence, properly routes correspondence per procedure, maintains files and other documents. Reviews and provides suggestions on correspondence and reports drafted by others for adherence to policy and format, spelling, punctuation, usage, accuracy, completeness and logic.

Provides secretarial and administrative support to Bureau staff by providing assistance with computer questions, reminders of due dates, information on policies & procedures, updating of calendars, correspondence handling and distribution, typing, photocopying, faxing, mailing and other requirements.  Makes arrangements for meetings, scheduling space, preparing agendas, and informing participants. Participates in arranging and preparing for statewide and regional meetings or conferences. Makes travel arrangements for Bureau staff including securing prior authorization, making reservations, completing and submitting travel reimbursement vouchers.  Tracks travel expenditures for monitoring of program costs. Ensures the accuracy and quality of work products as well as adherence to policy and format.

Completes special assignments and performs other related duties as required.

Required Knowledge, Skills, and Abilities:

Knowledge of:  administrative and clerical procedures and systems; standard business formats and styles for letters and business forms; methods of data collection and analysis; problem solving techniques; principles of correct spelling, grammar and punctuation; principles and techniques of effective communication; and basic WIC program policies and procedures.

Skill in:  the use of microcomputers and standard software programs including word processing and basic spreadsheet applications.

Ability to:  perform basic arithmetical calculations;  prepare correspondence and administrative reports;  organize files and other records; operate general office equipment;  handle telephone calls in a courteous and effective manner; understand and apply rules, regulations, policies and procedures;  think critically;  collect, compile, and analyze data for reports and administrative decisions;  organize data into logical format for presentations, reports, documents and other written and audiovisual materials; review data and work for accuracy and completeness;  solve problems;  plan, organize, prioritize and coordinate work assignments to ensure timely completion of quality, accurate work products;  communicate effectively verbally and in writing;  establish and maintain effective working relationships with others and work independently.

Qualifications:

Experience with Microsoft Word and Excel preferred.  Two years or more of administrative support experience preferred.

Preferred incumbent be fluent in written and spoken Spanish and English. Maybe able to translate English to Spanish and Spanish to English.

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:

Tallahassee, Florida

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.

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.