EXECUTIVE ASSISTANT I - SES - 64080692

Requisition No: 849914 

Agency: Department of Health

Working Title: EXECUTIVE ASSISTANT I - SES - 64080692

 Pay Plan: SES

Position Number: 64080692 

Salary:  52,860.00-60,000.00 

Posting Closing Date: 04/29/2025 

Total Compensation Estimator Tool

Position: Executive Assistant I - 080692

Salary Range: $52,860 - $60,000

Job posting category: Anticipated Vacancy/Open Competitive

Your Specific Responsibilities:

This position reports directly to the Inspector General (IG) and serves as the primary manager for administrative office operations within the Florida Department of Health's (DOH), Office of Inspector General (OIG).

The specific duties of the position include the following:

• Serves as the primary assistant to the IG, including assisting the IG with scheduling of meetings and appointments and helping maintain the IG's calendar, screening phone calls and letters, assisting with travel arrangements, assisting with the preparation of presentation/report documents, ensuring the IG is aware of critical meetings and deadlines, and performing other various administrative functions at the request of the IG.

• Serves as the primary Purchasing Liaison for the OIG, including but not limited to, tracking and reconciling budget and rate reports, serving as the purchasing liaison, tracking monthly expenses and updating the IG throughout the year on the progress of expense budgets. This duty also requires the incumbent to monitor supply stocks and coordinate with OIG staff to ensure the office has adequate supplies on hand.

• Serves as the primary Human Resource (HR) Liaison for all positions within the OIG that report directly to the IG, all Audit Unit positions, and all other positions that do not report directly to the Director of Investigations or Deputy Director of Investigations. Serves as back-up for the positions within the OIG that report directly to the Director of Investigations or Deputy Director of Investigations. Duties include, but are not limited to, processing all required documentation for newly hired and exiting staff from the OIG, assisting with all on-boarding and out-boarding requirements for staff joining or leaving the OIG, and entering all required information into the Department's HealthDesk HR system.

• Has primary responsibility to answer the main phone line for the OIG and field general information requests, forward calls to appropriate Individuals, or refer callers to outside organizations and units, as needed. Ensures phone messages are delivered to OIG staff in a timely manner.

• Serves as the OIG Office Manager, a role that includes proactively assisting any OIG staff with various administrative functions, as needed.

• Serves as the primary OIG Property Liaison for the OIG with responsibility as Property Delegate to assign state tangible personal property to OIG staff, transfers and disposes of property, and record all property transactions in Asset Manager System (AMS). Assigns property tags to equipment, as required.

• Serves as an Accountant and Auditor in P-Card Works for assisting and reviewing staff purchasing card charges and submissions, and the primary liaison for MyFloridaMarketPlace (MFPF) for other related OIG purchases.

• Serves as the primary liaison for the Statewide Travel Management System (STMS) and assists other OIG staff with preparing travel reimbursements and submissions.

• Serves as the primary Floor/Fire Warden for the OIG and directs staff during emergency events that affect the office.

• Serves as the primary Office Safety Coordinator, responsible for conducting semi-annual office inspections, reviews of accident reports, and completing the annual Safety Risk Assessment.

• Serves as the primary Learning Management System (LMS) Administrator and assist office staff with coordinating training activities in the TRAIN system.

• Serves as the primary SERVFL (EverBridge) Group Manager for the OIG, adding and deleting users from the system and running reports, as needed.

• Attends or participates in relevant trainings, conference calls, or other events as needed, to stay updated on all duties listed above. Disseminate relevant information to OIG staff for all primary duties listed above.

• Works cooperatively with designated OIG staff who will serve in a back-up capacity to the primary duties mentioned above.

• Serves in a back-up capacity for other IG functions as designated by the IG. Obtains a general knowledge of any designated back-up functions and have reasonable understanding of how these functions work to perform these duties when called upon.

• Performs any related work, as assigned by the IG.

Required Knowledge, Skills, and Abilities:

The incumbent must possess:

• A minimum of 3 years, with a preference of at least 5 years, of administrative experience that includes answering phone calls, state agency purchasing, serving as a human resource liaison, and maintaining budgets and other records of accountability.

• A minimum of 3 years, with a preference of 5 years, of experience using Microsoft Suite products (including proficient use of Word, Excel, and Outlook).

• Excellent communication and computer skills; strong organization skills; maintain and promote an independent and impartial attitude and appearance; possess a strong, self-motivating work ethic; promote a respectful working relationship with internal staff and agency personnel; and manage multiple simultaneous tasks to ensure timely completion of assignments.

• The ability to handle a variety of phone calls, some of which may come from irate/difficult individuals who may be upset over an issue they believe falls under the jurisdiction of the DOH OIG to investigate. If the DOH OIG does not have jurisdiction, the incumbent must, to the best of their ability, attempt to properly direct the caller to the correct government entity who has jurisdiction over their area of concern or complaint.

Other job-related requirements for the position:

Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency.  Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.

Due to the nature of this position and its duties, the incumbent will not be eligible for “telework” or “work from home” assignment, unless directed by Executive Order of the Governor, order by DOH Executive Management, or during a designated Continuity of Operations event.

This position will not allow for flex hours to be utilized. The incumbent will be expected to be present during traditional working hours: 8:00 AM to 5:00 PM, Monday thru Friday.

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.

All applications must be submitted through the state employment module in PeopleFirst (peoplefirst.myflorida.com). No faxed or mailed applications will be accepted. Experience, education, and/or training used to meet the minimum qualifications and in response to the qualifying questions must be verifiable through information and/or documentation obtained through the application process.
When completing the online application, all gaps of employment or education greater than 90 days starting from high school must be explained (approximate date, month, and year), identifying company name or if unemployed. Incomplete applications will not be considered.
If you have questions regarding the position, please contact Michael Bennett, Inspector General, at (850) 245-4141.

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.