ADMINISTRATIVE ASSISTANT II - 64026509

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OPEN COMPETITIVE

Your Specific Responsibilities:

This is a professional administrative position located in the Division of Community Health Promotion, Bureau of Family Health Services.  This position is responsible for the oversight and coordination of all administrative related duties required within the Bureau.  This position requires a high degree of initiative, judgement, accuracy, ability to work independently, and detailed knowledge of departmental systems, policies and procedures.  Duties and responsibilities include, but are not limited to:

Serves as the professional administrative assistant to the Bureau Chief.  Performs special assignments, research and report preparation as required.  Represents the Bureau in administrative meetings and other events.  Coordinates the Bureau Chief's schedule of appointments and meetings.  Prepares agendas and minutes of meetings as requested.  Initiates follow-up actions to meeting assignments.  Responsible for making travel arrangements and preparing travel vouchers.

Reviews incoming correspondence including email assignments to assess the action necessary.  Handles routine correspondence and assignments including researching the issue and preparing appropriate responses, typing documents, proofreading, photocopying and mailing.  When appropriate, initiates assignment tracking and routes to appropriate staff.  Monitors status of assignments for management and provides follow-up to staff on pending assignments to ensure timely completion.  Reviews outgoing correspondence prepared for review or signature by the Bureau Chief for accuracy, appropriateness, and compliance with departmental policies and guidelines.

Purchases office supplies and materials via a state issued purchasing card and E-procurement.  Complies with federal and state purchasing requirements in the preparation of purchasing and approval of purchasing.  Keeps accurate and detailed records.  Performs approval and reconciliation duties.  Prepares receiving reports as required by state law and departmental policies.  Complies with and monitors compliance (when applicable) of the mandatory requirements or its new administration-related systems to assist in training appropriate bureau staff of Section 215.422, Florida Statues, and Chapter 3A-24, Florida Administrative Code.  Complies with purchasing card travel requirements as appropriate.

Maintains current information on department and bureau systems, policies and processes to ensure that the Bureau's work products are in compliance with established requirements.  Learns the department's new administration-related systems to assist in training appropriate bureau staff on the systems and in implementing the systems within the Bureau.  Analyzes administrative processes to identify improvements and adjustments needed to improve efficiency and effectiveness in the Bureau. Formulates and recommends appropriate action to resolve issues and problems.

Responsible for processing and maintaining the Bureau's personnel paperwork in compliance with the department's requirements.  Prepares tables of organization, personnel action request forms, position descriptions, and other required personnel paperwork.  Coordinates advertising, application handling, and preparation of new-hire personnel packages.  Assists in reviewing job applications, interviewing applicants and orienting new employees as requested.

Coordinates and directs the operation of the Bureau's central telephone system ensuring coverage during business hours of operation, providing training to new staff and monitoring the telephone answerers for the provision of appropriate and accurate information as well as good customer service techniques.

Serves as liaison for the Bureau with other departmental staff for personnel and other administrative issues.  Provides technical assistance, training and guidance to telephone callers and other bureau staff regarding basic program and administrative policies and procedures through staff training, correspondence or via the telephone.  Serves on work teams to solve operational and programmatic issues.

Collects, compiles and analyzes data and information related to the bureau budget and operations.  Maintains various data bases.  Uses the data to prepare reports and graphs, tracking systems, and other materials to support management decisions.  Prepares special reports and correspondence as needed.

Performs daily administrative activities including telephone coverage, photocopying, faxing and mailing throughout the Bureau as assigned and as necessary to ensure smooth workflow within the bureau.  Files and maintains an effective and current paper and computer filing system.  Maintains the Bureau's official documents.  Assists with coordinating the Bureau's retention and disposal of records in accordance with federal and state requirements.

Maintains and improves professional knowledge and skills through participation in staff meetings and through other staff development activities.

Performs other related duties as required.

Required Knowledge, Skills, and Abilities:

Knowledge of: administrative and clerical procedures and systems; standard business formats and style for letters and business forms; methods of data collection and analysis; problem solving techniques; correct spelling, grammar and punctuation; principles and techniques of effective communication; and basic Bureau policies and procedures. 

Skill in: the use of microcomputers and standard software programs; public speaking and communicating technical information at appropriate levels to different audiences. 

Ability to: perform basic arithmetical calculations; prepare correspondence and administrative reports; organize files and other reports; operate general office equipment; handle telephone calls in a courteous and effective manner; understand and apply rules, regulations, policies and procedures; think critically; compile, organize, analyze and evaluate data; organize data into logical formats for presentations, reports, documents another written and audiovisual materials; develop reports, manuals, policies and procedures; review data for accuracy and completeness; identify improvements and adjustments needed to ensure program effectiveness and efficiency; analyze processes, identify problems and potential solutions, implement corrective actions and evaluate results; present negative findings in an effective manner; utilize problem solving techniques; provide consultation and expert advice; guide and direct staff; plan, organize, prioritize and coordinate work assignments to ensure timely completion of quality, accurate work products; provide technical assistance to administrative and professional staff; communicate effectively verbally and in writing; establish and maintain effective working relationships with others; and work independently.

Qualifications:

Minimum - Two years of secretarial and/or clerical experience preferred. Knowledge of standard business formats and styles for letters and business forms; ability to use Microsoft Word, Excel, Outlook; ability to spell, use punctuation and grammar; ability to collect, compile, and organize files and records; office procedures and practices; principles and techniques of effective communication; methods of data collection; skill in typing and the use of computer programs; ability to take and transcribe notes; organizes files and other records; organize and prioritize work assignments into logical formats for presentation in reports, documents, and other written materials. Preferred - Knowledge of State Purchasing system Ariba On Demand and state Purchasing Card guidelines. Must be willing to physically come in the office to perform the duties & responsibilities of the position. 

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

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.