ADMINISTRATIVE ASSISTANT I - 64066205

 Pay Plan: [[custSubGroup]]

Total Compensation Estimator Tool

Job posting category – Open Competitive

Your Specific Responsibilities:

The incumbent in this position will assist the TB Program, TB Radiology Supervisor, Physicians with the Civil Surgeon clinic and administrative support functions of the TB Program.

Assist the TB Director and Deputy Director by preparing draft and correspondence, memos, reports and other documents using Microsoft Word, Excel and PowerPoint. Drafts and prepares memorandum and correspondence for TB Administration as requests. Composes correspondence from verbal instructions. Maintains current information of program policies, protocols and correspondence.  Responsible for filing, typing of correspondence, making appointments for the TB Director, answering incoming calls and taking messages for the Director/Deputy Director.  

Maintains the TB Deputy Director’s calendar by scheduling and recording all meetings and functions.  Prepares agenda for Supervisor’s and General Staff meetings. Takes minutes as requested. Coordinates meetings and teleconferences as requested. Distributes mail and payroll checks to the TB Program staff as needed. Operates computer, printer, fax, scanner, and photocopying machine. Act as back up to Operations & Mgmt. Consultant I - SES when needed. Assist the Radiology Technicians and physicians at the downtown clinic and the satellite clinics when needed. Answers incoming telephone calls, taking messages relaying messages to appropriate physician. 

Assists in the management of the Civil Surgeon Program for the Florida Department of Health in Miami-Dade County. Works with the clients and TB providers to ensure the Civil Surgeon operations and requirements are met. Which consist of internal and external requests completing the immigration medical exam and required assessments for communicable diseases of public health significance, evaluation, and immunization requirements. Ensures the immigration Form I-693 is filled out properly and submits the form for review to the Advanced Registered Nurse Practitioner Specialist before collecting the final physician’s signature. Upon form completion uploads proper documentation to client’s records in HMS. Communicates with clients to provide original and copies of the official I-693 form, collects client’s receipt signature as the documents are handed and educates clients regarding the expiration period. 

Assists the Physicians and Radiology Technicians by preparing drafts and correspondence, memos, reports and other documents using Microsoft Word. Distributes memos as directed to appropriate staff. Gathers data as needed by the physicians and Radiology Technicians to resolve issues or to work on special projects. Follow up on all assignments in progress to ensure timely completion. Keeps the Radiology Technicians and physicians’ calendar by scheduling and recording meetings and functions as needed. Attends meetings with the staff and take minutes as required. Files documents for the physicians as needed.

Prepare paperwork for commitment and coordinate with Legal Office, Jackson Memorial Hospital, JMH TB Respiratory Unit as needed with regards to the commitment and emergency hold of TB patients. Coordinate with the sheriff’s office for pick up and transportation of patients to JMH TB Respiratory Care Unit with the assistance of the DOH-Miami-Dade Legal Office, the patient’s attorney and the sheriff’s office.

Participate in workgroups and meetings and attends required trainings. Ensures for self that email communications are maintained daily and accurate completion and timely submission of all administrative requirements including EAR’s, timesheets, reports, respond to SERVFL emergency alerts, etc.

Performs other related duties as assigned.   

Required Knowledge, Skills, and Abilities:

Knowledge of administrative principles and practices; Knowledge of office procedures and practices; Knowledge of the methods of data collection; Knowledge of the principles and techniques of effective communication; Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, or report writing; 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.

Qualifications:

Minimum –

Customer service experience.

Preferred –

Incumbent in this position is preferred to be bilingual in English/Spanish or English/Creole.

Where You Will Work:

1350 NW 14th St, Miami FL 33125.

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.

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.    

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.