ADMINISTRATIVE ASSISTANT II - 64061765 1 1

Requisition No: 840683 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - 64061765 1 1

 Pay Plan: Career Service

Position Number: 64061765 

Salary:  $35,028.76 - $42,000.00 (Includes CAD of $1,268.80) 

Posting Closing Date: 11/14/2024 

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 responsible to assist in the administrative management of the Healthy Beginnings Nurses, the Nurse-Family Partnership, the Women’s Health Initiative, and the Data Entry Team cost reimbursement contracts with the Children’s Services Council (CSC) of Palm Beach County.  Collaborates with program managers to meet program goals of improving pregnancy outcomes, child health and development, and the parental life course for families in Palm Beach County. Acts as the Liaison for the program.  Work is performed under the supervision of a Public Health Services Manger F-SES.  This position requires independent judgment, initiative, applying general knowledge of fiscal and business practices and skill in applying instructions to accomplish various job functions.  Adherence to all established Florida Department of Health Safety Procedures and Practices while in the workplace and in the community.

This position is designated as a sensitive position and requires maintaining confidential information in accordance with the Palm Beach County Health Department (CHD) and Children’s Services Council (CSC) Information Security Policy, Protocols and Procedures.  Confidential data sets: has access to Health Management System (HMS) – Employee Activities Record (EARS), My Florida Market Place (MFMP), Florida Statewide Travel Management System (STMS); Nurse-Family Partnership Data System (FLO) and the Healthy Beginnings Data System (HBDS).

Assists the program Director, Community Health Nursing Consultants and Senior Community Health Nursing Supervisors with various administrative responsibilities that support the day-to-day operation of the Healthy Beginnings grant funded nurse home-visitation programs. Maintains grant mandated employee training records and provides training reports to nursing supervisors; issues nursing equipment and program supplies; orders and maintains inventory control of nursing equipment and program supplies; maintains electronic document repository of Healthy Start/Healthy Beginnings and Nurse-Family Partnership program materials and informs staff of changes and updates. Maintains and updates internal Nurse-Family Partnership database. Collaborates with Community Partners and coordinates required community activities. Responsible for purchase requisitions; Single-Source and Advance Payment requests. Maintains electronic client satisfaction surveys and provides quarterly reports to nursing supervisors.

Coordinates all personnel actions and related activities for staff. Acts as the liaison to all personnel matters with the Personnel Liaison Office (PL) including, but not limited to, coordination of performance expectations, performance appraisals and other related actions. Manages and updates the MCH centralized electronic personnel document repository. Coordinates onboarding of all program staff with supervisors and maintains employee onboarding files. Provides PL update meetings with supervisors and sends notifications informing employee training needs, license renewals, background rescreening and appraisal due dates.

Creates, updates, and maintains client incentive and program equipment and supply catalogs and order forms.  Schedules and assists Director in planning staff meetings. Coordinates trainings and meetings for Nurse Home Visitation Programs and Healthy Beginnings System partners. Maintains electronic calendars for conference rooms utilized by the Agency.

Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of rational problem solving and balanced decision-making processes.
• Knowledge of process review, design, and continuous improvement.
• Knowledge of methods of data collection and analysis.
• Knowledge in using Microsoft Office applications (Outlook, Word, Excel, PowerPoint) to work successfully with department processes, procedures, and practices.
• Ability to organize data into logical format for presentation in reports, documents, and other materials.
• Ability to conduct fact-finding, problem solving and work independently.
• Ability to understand and apply applicable rules, regulations, policies, and procedures related to management activities.
• Ability to use critical thinking and problem-solving techniques.
• Ability to plan, organize and coordinate work assignments
• Ability to communicate effectively and work successfully with department processes, procedures, and practices
• Ability to identify, build and maintain collaborative partnerships with internal and external customers.
• Ability to operate a variety of standard office equipment such as computers and scanners.

Qualification:

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.
• A valid Driver's License.
• Travel is required to perform the duties of this position.
• This position works primarily in an office setting and involves sitting for long periods of time, the moving, lifting, pushing, and carrying objects up to 25 lbs., multiple times throughout the day, and at times, walking up and down stairs.

Working hours: (A) Daily from 8:00AM to 5:00PM (B) Total hours in workweek 40 (C) Explain any variation in work (split shift, rotation, etc.)

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, Florida, 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.