ADMINISTRATIVE ASSISTANT II - 64044993

Requisition No: 845314 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - 64044993

 Pay Plan: Career Service

Position Number: 64044993 

Salary:  39,300.56 (Includes CAD of $ 1,268.80) 

Posting Closing Date: 03/05/2025 

Total Compensation Estimator Tool

Internal Agency Opportunity

Applicants accepted only from Department of Health employees, (includes OPS, Career Service, SES or SMS employees).

Applicants will not be accepted from outside the department.

Specific Responsibilities:

This is an Administrative Assistant II position providing administrative support to a large professional staff in the Environmental Public Health Program. Responsibilities of this position require a broad knowledge of departmental procedures and program activities and call for independent completion of highly specialized administrative responsibilities.  Work is performed under the supervision of the Administrative Services Manager I. 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 designated as a managerial 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.

Confers with section chiefs in determining commodity needs.  Furnish them with information concerning prices for needed materials, supplies and equipment.  Recommends sources of supply in accordance with contract vendors.   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. 

Maintains an inventory of all equipment asset numbers and location. Prepares work orders on requests to have furniture moved, repair work done, and the auditorium set up for meetings.  Maintains all purchasing records. Meets with Budget Manager to track spending for supplies and equipment.  Assists Environmental Administrators and Managers in the coordination of vendor activities within the program to ensure adherence to the State purchasing guidelines. Assists the Director and other supervisory staff in conducting various administrative functions relating to fiscal, personnel, purchasing equipment; researches and gathers data for administrative decisions. Disseminates information, directives and policies for the Director to the staff.  Assists in compiling information and data to be used in reports, meetings and presentations Maintains confidentiality in all personnel matters.  

Plans staff and management program meetings. Prepares and updates Continuity of Operations Plans (COOP). Coordinates administrative and technical support staff activities including but not limited to, meetings and special projects. Coordinates with the program Supervisors regarding the office set-up for the new staff. Serves as backup to Accountant I to ensure continuance of services.

Maintains records and repair schedules for a fleet of county vehicles.  Notifies supervisors when vehicles are due for service. Prepares and submit odometer reports to General Services.  Performs analyses of consumable expenses for agency owned vehicles as well as for repair costs.  Assists the Administrative Assistant II in maintaining a locked box for all keys for county vehicles, building and equipment.

Assists with disaster preparation and emergency response for the program by ordering all necessary supplies and equipment.  Prepares kits to go in each county vehicle.  Works closely with program Director and supervisors to assure all required supplies are ordered and made available. Coordinates vehicle assignment and ensures vehicles are available and ready to be used in disaster response.

Provides the program supervisors the incident/accident reports as needed.

Participate in the standard activities; Outreach, Suggestions, and/or Teamwork.

Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of Administration principles and practices. 
• Knowledge of methods of method of data collection. 
• Knowledge of office procedures and practices. 
• Ability to collect and analyze data.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

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:

800 Clematis, 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.

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.