ADMINISTRATIVE ASSISTANT I - 64035928

Requisition No: 863471 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64035928

 Pay Plan: Career Service

Position Number: 64035928 

Salary:  $34,759.92 

Posting Closing Date: 11/03/2025 

Total Compensation Estimator Tool

Open Competitive Opportunity 

Specific Responsibilities:

This is an Administrative Assistant I position in the Environmental Public Health, Plan Review and Permit program, responsible for providing routine, technical work, fee collection, reviews and process permits. Work is performed under the supervision of the Office Operations Manager II – SES. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions. This position is considered to have regulatory responsibilities and is subject to the provisions of Chapter 60L-36, F.A.C.

This position is designated as a sensitive position and is required to maintain confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols and Procedures. This position has access to Health Management System (HMS) for Daily Activity Reports (DARs) entry only.

Receives, reviews, and processes permits applications for construction and renovation of limited-use water facilities, commercial pools, lift stations, wells, water treatment, and wastewater plants. Scans and enters the information in appropriate applications. Prepares permit application packages for approval, and requests clearances for permit staff. Prepares letters and notices of decision.

Assists with records and processing engineering applications, reviews completed permitted projects for quality control and tracks all open permits and projects under the DEP Delegated program. Assigns permit reviews to staff engineers as directed by the supervisor. Provides engineering assistance to contractors and Engineers on permitting questions. Collects appropriate fees and issues receipts for water, sewer, public pool permits, wells, and miscellaneous fees received. Maintains permit databases, permitting document files, inventories and prepares closed files for scanning, scanning files, and plans. Prepares scanned files for shredding.

Produce forms, permits, main clearances, and correspondence to clients initiated by staff. Performs quality control reviews of final permit packages for the Engineer. Ensure text is properly formatted and conduct a computer spell check on all documents for accurate and quality output.  Maintains text files well organized for quick retrieval in working revisions and uses proper procedures to extract, collate, and merge stored information as needed.  Prepares all correspondence for distribution and mailing and maintains files and records of such.

Acts as receptionist, interviewing visitors, determines nature of business, and directs to proper party for service. Answers telephone and takes messages for staff in their absence from the office. Respond to permitting questions depending upon the subject and nature.

Prepares and approves all requisitions and invoices for all equipment, office supplies and printed material on the My Florida Market Place (MFMP) system and responsible for training other staff in the use of the system.  Maintains an inventory of supplies and forms assuring there is always an adequate supply on hand to meet the needs of the program. Maintains regular communication with Purchasing Agent regarding contracts, and price quotes. Contacts potential vendors and gets them to register on the MFMP.  Communicates with vendors to check and verify specified prices. Coordinates meetings with vendors to obtain price quotes.  Assists vendors on questions or problems concerning orders. Notifies General Services and vendors of errors/omissions or shipping discrepancies.  Submits telephone repair and ordering requests to IRM.

Acts as the backup for other staff to ensure telephones are covered and workflow is uninterrupted and distributes mail for program as needed.

Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of the concepts, terminology, principles and analytical techniques of an engineering specialty area Knowledge of County, State, Federal environmental rules and regulations.
• Knowledge of water and wastewater permitting.
• Knowledge of construction and permitting for wells.
• Skill in using scanners and calculators.
• Ability to analyze and interpret engineering data.
• Ability to plan and distribute work.
• Ability to apply engineering quantitative techniques.
• Ability to monitor engineering project timelines.
• Ability to solve problems relating to permitting.
• Ability to perform queries in a database.
• Ability to determine work priorities, assign work, and ensure proper completion of work assignments.
• Ability to communicate engineering information effectively.
• Ability to establish and maintain effective working relationships with others.
• Proficient in the use of standard office machines and equipment such personal computers, transcription equipment, telecommunications terminals, copiers, scanners, calculators etc.  

Qualifications:

Licensure/registration/certification requirements: N/A

Other job-related requirements for this position:

• Incumbents 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 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.
• Valid Driver’s License.

Working hours:   (A) Daily from 8:00 a.m. to 5:00 p.m.       (B) Total hours in workweek 40     

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:

800 Clematis Street, West Palm Beach, FL  33401

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.

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.