ADMINISTRATIVE ASSISTANT II - 64081918 1

Requisition No: 840969 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - 64081918 1

 Pay Plan: Career Service

Position Number: 64081918 

Salary:  $38,731.42 (Includes a CAD of $1,268.80) 

Posting Closing Date: 11/21/2024 

Total Compensation Estimator Tool

Open Competitive Opportunity 

Specific Responsibilities:

This is an Administrative Assistant II position assisting in the administration of the Nursing program and Clinical services. Work is performed under the direct supervision of the Community Health Nursing Director - 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 has responsibilities across as fiscal, and personnel programs. This position is responsible for the completion of specialized projects, coordinates input from programs and administrative functions under the supervision of the Community Health Nursing Director. Research data, develop statistical background, interpret fiscal reports and independently submit research data to management. Performs special assignments, research and prepares reports, provides guidance and assistance to further the goals of the Department. Supports the Florida Department of Health Palm Beach County Health Department (FDOH-CHD) and works with others in an effort to accomplish the goals of the Department. Uphold the rules of strict confidentiality and obey confidentiality orders from other government agencies in charge in certain situations, such as the FBI. This position is designated as Code (R) Requisition Manager for the Immunizations, School Health, and Nursing Director office. 

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. Position has access to Employee Activity Report System (EARS) to ensures timely submission of staff EARs. This position has access to Health Management System (HMS) to view demographics, financial, immunizations, and related to nursing services provided. 

Arranges conferences/meetings with public and private agencies. Structures office routine to accommodate a highly flexible, demanding, busy and varied work environment. Maintain a busy calendar for the Community Health Nursing Director and the Medical Executive Director. Attends meetings of a variety in connection with FDOH CHD projects and programs to obtain and/or furnish information in the absence of the Community Health Nursing Director and take notes as needed. 

Serves as intradepartmental staff liaison in the day-to-day operations. Structures office routine to accommodate a highly flexible, demanding, and varied work situation. Prepares purchase order for equipment and expendable supplies as required. Prepares routine repair orders for equipment. Keeps current the status of capital purchases and equipment for administrative services. Manages inquiries from other programs regarding administrative services policies and procedures. Maintains current information of established policies and instruct staff of changes or updates. Acts as the liaison to all personnel matter with the Human Liaison Office. Researches, collects, coordinates, and prepares information for various presentations and publications and for use in the preparation of budget, state, and county contracts and grant information. 

Work with designated staff to ensure travel policy and procedure are followed. Maintains paper retention of entries according to FDOH Record Retention Policy. Provides training and technical assistance to all programs in the preparation of Authorization to Incur Travel form, and reviews submitted travel requests to ensure all required backup documentation for the travel is attached before submitting to the Director and/or Tallahassee for approval. Prepare travel and travel reimbursements for the Community Health Nursing Director. 

Monitors and assembles program employee health records for all administrative services supervisors, assuring all pertinent information is properly, submitted including performance appraisals, leave and attendance records and other materials relating to the appropriate Human Resources standards. Coordinates and maintains records regarding accrual leave and vacations and make sure vacation is coordinated to ensure proper work coverage. 

Serves as back up to the Administrative Assistant Ill during absence, including but not limited to, special projects, repair on copier, and all other duties as needed. Assists the CHD Director and AAIII with various organizational matters, schedules appointments, prepares routine correspondence and completes special projects as needed. Acts as back up for CHD Director and Legal Department providing phone coverage to assure that telephones are covered, and workflow is uninterrupted. 

Participates in the evaluation of the work efforts, including but not limited to efficiency and effectiveness to improve operations. Assigned to the FDOH Palm Beach County Incident Management Team (IMT), when activated, to provide administrative support for Community Health Nursing Director and CHD Director's office. 

Creates or approves requisitions through My Florida Market Place (MFMP) for the procurement of commodities or services. 

Performs other duties as assigned.

Required Knowledge, Skills and Abilities

• Ability to communicate effectively in person and over the phone.
• Ability to use a personal computer or tablet applications such as Word, Excel, Access, and PowerPoint.
• Knowledge of accurately input information into varied databases.
• Ability to manage databases and files.
• Ability to work in a multi-cultural, and fast-pace environment under stressful conditions.
• Ability to adapt to constant changes.
• Knowledge in Human Resources processes including reviewing, editing, and approving related documents (timesheets, recruitment, etc.)

Qualifications:

Licensure/registration/certificatlon requirements: N/A

Other job-related requirements for this position:

• Incumbent may be required to work before, during and for 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 Hours (C) Explain any variation in work (split shift, rotation, etc.)

• Maybe required to work before, during, and/or beyond normal work hours or days in the event of an emergency.

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.

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.