ADMINISTRATIVE ASSISTANT II - 64003971

Requisition No: 862348 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - 64003971

 Pay Plan: Career Service

Position Number: 64003971 

Salary:  $39,504.66 (Includes CAD of $1,268.80) 

Posting Closing Date: 10/15/2025 

Total Compensation Estimator Tool

Open Competitive Opportunity 

Specific Responsibilities:

This is an Administrative Assistant II position in the Florida Department of Health, Palm Beach County, HIV/AIDS Program. Work is performed under the supervision of the Public Health Services Manager F-SES, HIV/AIDS Program Coordinator, (HAPC). This position Requires independent judgment, initiative, applying general knowledge of business practices, and skill in applying instructions to accomplish various job functions. Independently completes assignments of highly specialized administrative responsibilities that require a comprehensive knowledge and understanding of HIV programming, including all patient medical care and prevention practices, policy and procedure, and including a high-level understanding of HIV program funding, general fiscal and purchasing program practices, and the general knowledge of administrative concepts. Responsible for the completion of specialized projects on time, coordinates input from multiple programs and health centers, and for all administrative functions.

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 the following confidential data sets: Social Security and Administrative. This position may view, update or release information. This position has Health Management System (HMS) access for the purpose of entering Employee Activity Reports (EARs) and has access to MyFloridaMarketPlace (MFMP) for the ordering of program supplies, preparation of requisitions, and approval of purchases for other HIV funded programs that request additional equipment/supplies.

Assists the HIV Program Management Team in planning, implementing, monitoring and evaluating the countywide HIV patient care and prevention programs. Supports the HIV clinical services for eligible clients. Structures office routine to accommodate a highly flexible, demanding, busy and varied work environment. with programmatic staff, CHD clinical staff, private providers, elected officials and other community partners and stakeholders by phone and in writing. Acts as a liaison between the HIV Program and contracted agencies, community-based organizations (CBOs), AIDS-service organizations (ASOs), the Palm Beach County HIV CARE Council and other agencies, planning bodies, or programs, as directed. Arranges training, conferences, meetings, or other events for staff and the community, as directed. Confirms room reservations and all required IT equipment are set up.

Creates requisitions in MFMP for purchasing items needed by the program, including but not limited to, office supplies, annual purchase orders, and less frequent special orders of furniture, hardware, condoms, lube, printing, promo and/or incentive items as needed by the Program. Procures items through the in-stock inventory (ISI) system as needed for office management and meeting and training purposes. Maintains detailed requisitions spreadsheet, logging all purchases, expenditures, and funding source to include other cost accumulator (OCA), and ensures invoices for every purchase are received and paid timely. 

Types memos, correspondence and other documents of an administrative nature from verbal communications and/or rough draft.  Composes routine correspondence.  Prepares agendas for various meetings and takes minutes of same, types and distributes to the appropriate personnel.  Participates in program team meetings, general staff meetings and attends in-service training as appropriate.  Responsible for maintaining multiple email distribution lists, including but not limited to, the Community Prevention Partnership (CPP) email list. Maintains a retrievable filing system, ensuring that assignments are completed by the scheduled date and time.  Opens, date stamps, reviews and prioritizes the HIV/AIDS Program incoming mail on a daily basis or as circumstances dictate. Ensures strict confidentiality of HIV lab results and case report forms (CRFs). Ensures all documents are complete and accurate.  Provides phone coverage for the program which includes routing calls to appropriate staff, transferring calls, and making referrals to other programs within the health department, as well as community partner agencies. Manages all HIV program county vehicles, including maintaining odometer logs, vehicle maintenance, fuel, and correspondence with General Services and Fleet Management. Ensures loaners are returned on time.

Maintains travel policies and procedures. Serves as Statewide Travel Management System (STMS) champion. Provides training and technical assistance to program staff on STMS, to include the preparation of Authorization to Incur Travel requests and Reimbursements. Schedules meetings with staff, community agencies, state personnel and the public.  Maintains a busy calendar for the Public Health Services Manager F-SES, as well as for the other unit Supervisors on the HIV Management Team.

Keeps administrative staff informed of changes in appointments/meetings.  Coordinates all out of county, overnight, travel arrangements for the Public Health Services Manager-F, other program Supervisors and staff including but not limited to, hotel reservations, car rental, etc., and ensures arrangements are completed by the scheduled date and time. 

Serves as the Liaison for the HIV Program, assisting Supervisors with the recruitment process.  Ensures accuracy, completeness, and timely submission of Personnel Liaison Office requested information. Provides staff guidance on entering and submitting EARS in the HMS system in a timely manner.

Perform other duties as assigned. 

Required Knowledge, Skills, and Abilities:

• Knowledge of administrative practices and principles
• Ability to establish and maintain effective working relationships
• Ability to plan, organize work assignments and control use of time
• Ability to understand and apply applicable rules, regulations, policies and procedures
• Skill in the use of software and applications, particularly Microsoft Office
• Ability to communicate effectively verbally and in writing
• Ability to recognize and handles confidential documents/information

Qualifications:

Licensure/registration/certification requirements: 

• N/A

Other job-related requirements for this 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 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 8:00AM to 5:00PM   (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:

1150 45th Street, West Palm Beach, FL 33407

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.