Administrative Assistant III - 64081992

Requisition No: 826232

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT III - 64081992

Pay Plan: Career Service

Position Number: 64081992

Salary: $1,538.46 - $1,846.15

Posting Closing Date: 04/12/2024

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Job posting category: Open Competitive

Location: Tallahassee, FL

Your Specific Responsibilities:

This is a highly responsible and independent position supporting the Florida Department of Health in Leon (DOH Leon)'s Administration Unit. This includes the Administrator, Assistant Administrator, and General Counsel in the administrative tasks associated with the implementation and enforcement of public health laws of the State of Florida.

The incumbent independently functions as a representative of the department through external agency interaction promoting awareness and furthering the Governor's community partnering initiative. The incumbent performs administrative activities, which involve independently planning administrative objectives and priorities. Responsibilities involve managing activities, which require development and coordination of objectives, executing prioritization of delegated assignments.

The incumbent performs independent formulation and analysis of matters relating to these assignments.

The incumbent in this position is responsible for the integrity and confidentiality of data sets under his/her control.

Provides specialized or technical assistance to an agency administrative official meetings, public functions, and public relation matters. Coordinates engagements, travel itinerary, and other commitments of the officer served.

Assists in the development and articulation of policy positions. Performs special assignment frequently of a highly confidential nature. Provides executive direction to one or more areas of an agency.

Performs related work as required. Responsible for ensuring all administrative assistant staff are kept up to date on department changes, appropriate correspondence materials, etc.

The incumbent acts as Administrative Assistant to the Administration Unit, which involves answering and screening phone calls, taking care of matters that do not require the Administrator's attention, managing and scheduling appointment/meeting, handling complaints or referring to appropriate supervisor, coordinating plans, and establishing travel arrangements for the unit. Processes travel authorization and reimbursements for the Administration Unit.

Serves as the Legal Assistant to the DOH Deputy General Counsel for County Health Systems and County Health Departments. Responsible for performing routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing, and maintaining paper and electronic files, and providing information to callers. Manages travel arrangements, including processing travel authorizations and reimbursements.

The incumbent in this position is responsible for compiling, reviewing, and analyzing data for document preparation; and in many instances through personal composition, prepares complex technical documents and correspondence. Performs special CHD assignments, research, and report preparation.

Manages a wide range of correspondence, reports, and technical information. Independently composes and/or drafts memoranda and correspondence for signature. The incumbent assists in formulating, maintaining, and managing a suspense system.

Assists with internal and external communications and requests to disseminate and/or provide information to leadership, supervisors, fellow workers, community partners, and public. This information can be exchanged face-to-face, in writing, or via telephone/electronic transfer.

Maintains the DOH Leon Administrator's intranet SharePoint site. Records, transcribes, and develops historical archives for official meeting minutes. Schedules and coordinates rooms for meeting and trainings.

Performs other related duties as assigned by supervisor.

Required Knowledge, Skills, and Abilities:

Knowledge of administrative principles and practices. Knowledge of the methods of professional customer service and engagement.

Knowledge of People First System or other Payroll/HR system with payroll/administrative functions. Ability to prepare correspondence and administrative reports. Ability to understand and apply applicable rules, regulations, policies, and procedures. Ability to utilize problem-

Revised 5/10/2021

solving techniques. Ability to work independently.

Ability to establish and maintain effective working relationships with others. Ability to communicate effectively.

Qualifications:

Minimum

• Knowledge of administrative principles and practices. Ability to understand and apply applicable rules, regulations, policies, and procedures.

Preferred

• Strong interpersonal skills and problem-solving techniques.

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:

Tallahassee, Florida

• Leon County Health Department

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.

Revised 5/10/2021

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.

Nearest Major Market: Tallahassee