ADMINISTRATIVE ASSISTANT II - SES - 64003677

Requisition No: 854509 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - SES - 64003677

 Pay Plan: SES

Position Number: 64003677 

Salary:  $1458.40 Bi Weekly 

Posting Closing Date: 06/20/2025 

Total Compensation Estimator Tool

Job posting category (Internal)

Your Specific Responsibilities:

This position is a core position that coordinates/supervises all front desk duties for daily operation of Dixie, Gilchrist and Levy County Health Departments. This position provides front desk backup for the Tri-County when needed. 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 position is headquartered in Gilchrist County and reports to the Health Operations Specialist-A. 

Supervision

• Trains and updates new Front Desk/Record Room staff on current policies and procedures related to HMS, billing, client eligibility, fee collections, vital statistics, medical records, customer service, Family Planning Medicaid Waiver and PEPW (Presumptive Eligibility for Pregnant Women)
• Ensures staff follow fee collection policies and procedures, the Federal register sliding fee scale, and FS 116.01.
• Ensures client demographic and financial information is completed on new clients and updated annually in compliance with FL Admin Code 64F-16 and FL DOH Policies. 
• Ensures that clinical staff enter client services into HMS daily.
• Ensures that the deposits for the Tri-County are completed accurately and deposited daily into Capital City Banks in the Tri County area.
• Works closely with Tri-County RMLO when requesting destruction of medical records and other documents to ensure that retention and destruction policies are followed.
• Maintains and makes schedule changes for providers and direct reports to ensure front desk coverage. 
• Monitors and evaluates quality and timeliness of work performed by direct reports. Ensures desk procedures are current.
• Maintains knowledge regarding the most current administrative policies, procedures, guidelines and forms relating to front desk.
• Ensures that direct reports EARs are completed and verified in HMS and that timesheets are submitted in accordance with FL DOH/HMS policies.
• Resolves any problems/concerns from patients about front desk or from direct reports and or other supervisors in a timely manner.
• Travels to all three-county health department as needed to train, council, cover the front desk as needed.

Administrative Support Duties: This position will also serve as an administrative assistant to executive leadership within the county health department.  Duties include but are not limited to the following:

• Assists with preparing correspondence and other documents as needed. 
• Scans and emails documents as directed.
• Returns phone calls, schedules appointments, meetings or conference calls as directed.
• Prepares agendas for staff meetings; assists with minutes as needed. 
• Prints reports as requested.    
• Maintains and files documents as needed.
• Monitors EARs and DARs completion for the Tri-County.
• Performs duties associated with property management for Gilchrist CHD, including inventory and tagging new equipment as needed and as directed by state policy
• Responsible for the Customer Focus policy and responses for the three counties, to include sharing good comments, analyzing the results, encouraging more participation.
• Back up checking the DataMotion Direct Secure Messaging System. 

Performs other duties as required

Required Knowledge, Skills, and Abilities:

-Experience working within a Florida Department of Health, County Health Department front desk. Organization skills, basic computer skills, ability to communicate effectively both orally and written, knowledge of principles and processes for providing customer and personal services, knowledge of HMS, FLShots, insurance systems, knowledge of multi-line phone system.

Qualifications:

Minimum – Experience working in HMS, experience preparing correspondences, experience working with the public, problem solving skills, experience with fee collection, have transportation and willing to travel between Dixie, Gilchrist and Levy County Health Departments, experience creating agendas, experience taking and preparing minutes.

Preferred – Experience supervising staff, property management experience.

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:

Dixie, Gilchrist, Levy County Health Departments

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.