ADMINISTRATIVE ASSISTANT I - 64026680

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Open Competitve Opportunity

Your Specific Responsibilities:

This position is responsible for assisting the Radioactive Materials Section staff and the environmental manager in administrative and operational office management matters. Assists in developing methods in planning and coordination of policies and procedures of overall activities of the Radioactive Materials Section.

Researches materials and prepares periodic statistical reports. Oversees the preparation and tracking of purchasing paperwork, verifying receipt of equipment and maintaining receiving reports. Oversees the logging of all incoming license applications, amendment requests, informational material and general correspondence related to the Radioactive Materials section. Based on knowledge of the technical terminology used by the section, makes decisions as to whether the incoming item should be assigned to the professional staff or whether to prepare the necessary response for approval by the administrator.

Distributes materials and reviews all out-going Radioactive Materials licenses and correspondences, travel vouchers and travel requests for correct format, spelling, sentence structure, grammar, and completeness.

Oversees the maintenance of records and receipts of the license fee collection. Assures timeliness of billings and renewal notices to licensees. Tracks billing for license payments which are 90 days overdue and follows up with phone calls as needed. Coordinates with fiscal staff members to assure proper accounting. Makes travel arrangements and prepares appropriate documents as needed for radioactive materials section staff and Environmental Administrator. Acts as records coordinator, assists with administrative inquiries, maintains leave and attendance records for Radioactive Materials staff. Updates operating procedures manual in the Radioactive Materials section.

Responsible for revising, updating and overseeing the maintenance of highly specialized and complex legal records in the form of radioactive materials license files and inspection reports. Prepares monthly licensing actions report as requested by the Environmental Administrator.

Assigned responsibility for maintaining information in accordance with state and federal statutes, rules, regulations and Department of Health policy as it relates to Information Custodian, Delegation of Authority.

Performs other related duties as required.

Incumbent may be required to work before, during and/or beyond normal work  hours or days in the even of an emergency.  Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergecy duties including, but not limited to, responses to or threats involving an disaster or threat of disaster, man-made or natural.

This position is in compliance with and monitors compliance (when applicable) of the mandatory requirements in Section 215.422 and 112.061, Florida Statues, and Chapter 691-24.001, Florida Administrative Code.  Assigned purchasing card responsibilities.

Assigned purchasing card responsibilities. This position is responsible for prepartion of purchasing and approval of purchasing.

Must have a valid Florida Driver's License.  The incumbent in this position may be required to use vehicles owned, leased, or operated by the state of county to conduct official state business.  State of county vehicles shall be used only for officially authorized duties and not for personal use, unless a specific exeception applies under florida law (F.S. 287.17)

The incumbent in this position will be required to travel in-state away from their headquarters and out-of-state, to perform or support the performance of statutory functions.  Travel purposes will include routine job activites, special assignments, meetings, conferences, and training.

Required Knowledge, Skills, and Abilities:

Knowledge of: Purchasing-practices, travel rules and regulations, correct spelling, punctuation and- grammar. Ability to: work independently, establish and maintain effective working relationships with others in a team environment, handle a multi-line system to include the use of proper telephone etiquette, use Microsoft Office, prepare letters, travel and purchasing form, memoranda and other standard correspondence in correct format, follow office procedures and practices, sort data alphabetically, numerically and categorically, reconcile fees. Skill in: typing filing using Microsoft Word, or other word processing applications, prepare letters, memoranda and other standard correspondence in correct format.

Prefered Qualifications:

Minimum:

Willing to work before, during, and/or beyond normal work hours or days in the event of an emergency. This may include working in a special needs or Red Cross shelter, 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. 

Requires current authorization to work in the United States without employer sponsorship. The Department of Health is unable to provide employment visa sponsorship. 

Willing to physically come in the office to perform the duties & responsibilities of the position 

Preferred:

High School Diploma and two years of office experience; proficiency in Microsoft Office Word, and Excel

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:

4052 Bald Cypress Way, Building 4042, Tallahassee, Florida 32399

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.

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.