EXECUTIVE ASSISTANT I - SES - 64026477

Requisition No: 845957 

Agency: Department of Health

Working Title: EXECUTIVE ASSISTANT I - SES - 64026477

 Pay Plan: SES

Position Number: 64026477 

Salary:  $41,561.57 - $56,000.00 

Posting Closing Date: 02/25/2025 

Total Compensation Estimator Tool

FLORIDA DEPARTMENT OF HEALTH- OPEN COMPETITIVE OPPORTUNITY

Division of Disease Control and Health Protection

Director's Office

Executive Assistant I-SES

Salary: $41,561.57 - $56,000

Your Specific Responsibilities:

This position functions in a confidential capacity to assist the Division Director of Disease Control and Health Protection (DCHP). This position works independently to assist the Division Director and staff members of DCHP with a variety of complex administrative tasks, including assignments, research, and report preparation. The duties of this position require a broad knowledge of departmental procedures and policies, program activities and program personnel.

Assists the Division Director and maintains confidentiality on all issues. Prepares, reviews, evaluates, and disseminates correspondence, assignments, reports, and other documents using judgment to ensure that relevant policy issues are addressed, that policy and procedures are followed, that items are responsive to the issues under consideration, and that content and quality are appropriate. Consults with staff on issues requiring further work or investigation. Rewrites and revises documents as needed. Provides backup to the Division CorrFlow liaison as needed.  Serves as the administrative liaison for assignments and correspondences with executive office.
 
Develops and distributes scheduled Division newsletter, needed announcements to staff regarding important agency and Division issues, assist in the implementation of new employee onboarding, communicate employee acknowledgements and recognition as directed by Division leadership, and lead ongoing meetings with Division support staff to identify and resolve issues to increase operational efficiency.  Reviews and prepares agenda materials.

Provides support to the Director and Director Office leadership through the maintenance of calendar and coordination of logistics for conferences, meetings, conference calls, and other division events. Manages the travel schedule, authorization to travel, travel reimbursement, and related tasks.  Ensure that the Director is on time for scheduled meetings. Prepares and maintains records and reports, such as recommendations for solutions of administrative problems, reports, financial reports, applications, and administrative orders.
 
Provide administrative support for the Bureau Chiefs and other Division Level meetings as assigned by the Director, which will include meeting organization, distributing meeting invitations in Outlook, distribution of agenda and supporting documents, recording and preparing typed meeting summaries, distributing the meeting summaries to the participants, and ensuring that assignments, action steps, and/or follow up that may be required after each meeting is communicated to appropriate staff.

Assists, coordinates as appropriate, and supports Division sponsored training and other events and activities, such as the Professional Development Series, Bring You Daughter, and Sons to Work-Day, Division Staff meetings, etc. 
Maintains electronic filing system for documents related to Division operations, communication records incoming and outgoing, responses to executive leadership, assignments, and promotes the utilization of the existing electronic review/approval system for Division Director.  Studies management methods to improve workflow, simplify reporting procedures, or implement cost reductions.  Assists and backs up the other Director’s Office administrative assistant and the Division’s Operations Manager with purchasing responsibilities, in accordance with MyFloridaMarketPlace and P-Card policies and procedures.

Required Knowledge, Skills, and Abilities:

•    Knowledge of DOH correspondence and DOH Administrative policies and procedures, CorrFlow process, People First System, MYFloridaMarketPlace, Financial Information System (FIS), P-Card Process; STMS Travel System and processes.
•    Knowledge, skills and abilities to effectively utilize the following Microsoft Office Software: Word, Excel, PowerPoint, VISIO, Publisher or other publication software.
•    Knowledge, skills and abilities at scheduling and setting up Go-to-Meetings/Webinars/Trainings
•    Knowledge, skills and abilities to take and/or transcribe meeting summaries in to final written and typed format.
•    Ability to understand and apply applicable rules, regulations, policies, and procedures.
•    Ability to collect, evaluate and analyze data relating to administrative functions, such as accounting, personnel, purchasing, report-writing.
•    Ability to work independently.
•    Ability to prepare and edit correspondence and administrative reports.
•    Ability to communicate effectively in writing and verbally to different audiences.
•    Ability to plan, organize and coordinate work assignments.
•    Ability to utilize problem-solving techniques.
•    Ability to establish and maintain effective working relationships with others.
•    Knowledge, skills and abilities of coordinating, planning and operationalizing training and other events.

Qualifications:
Minimum - High School Diploma
Preferred - associates in arts degree or bachelor's degree and higher 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:

Tallahassee

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) 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.