ADMINISTRATIVE ASSISTANT II - 64027831

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Open Competitive Job Opportunity

Your Specific Responsibilities:

At DOH-Duval, we work every day to protect, promote, and improve the health of our community. Join a team that values innovation, collaboration, and public service. Our programs are recognized across Florida for their impact and effectiveness, and we’re looking for dedicated professionals who want to make a real difference. If you’re passionate about creating healthier communities, your future starts here.

The incumbent is part of a global public health organization and is expected to support the Florida Department of Health-Duval County in their mission to protect, promote and improve the health of all people in Florida through integrated state, county and community efforts and its vision of being the Healthiest State in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work. This is a highly independent and responsible position as the School Health Administrative Assistant with direct responsibility to the Registered Nursing Consultant. 

This position will function independently to coordinate and perform complex administrative and operational duties within the Florida Department of Health in Duval (FDOH-Duval), School Health Program. The incumbent will identify operational problems in the implementation and execution of administrative functions for the Program. The incumbent performs duties using current Department of Health School Health guidelines and Standard Operating Procedures. This position includes, but is not limited to, responsibilities in researching and gathering data as well as preparing written reports and/or assorted applicable spreadsheets. In addition, this position requires making independent decisions and carrying out established policies and procedures. This position also provides administrative support in program development, data tracking, management, and analysis to support monitoring of School Health performance and strategic measures.

Public Health Competency Domain 1: Analytical/Assessment skills

Public Health Competency Domain 3: Communication skills

Public Health Competency Domain 4: Cultural Competency skills

Public Health Competency Domain 5: Community Dimensions of Practice skills

Public Health Competency Domain 8: Leadership and Systems Thinking skills

Responsible for programmatic and administrative support for the Registered Nursing Consultant and School Health staff. Gathers and organizes information on policies or procedures and developing internal operating procedures or processes. Responsible for assisting with researching and compiling data for administrative decisions. Prepares reports for tracking and provides staff with copies of information regarding operational procedures, regulations, and reports and ensures that appropriate related information is directed to management. Proofreads all correspondence for proper spelling, punctuation, and grammar. Consults with Registered Nursing Consultant and Registered Nurse Supervisors to resolve administrative and operational issues and problems including confidential personnel information.

Point of contact for School Health. Responsible for maintaining and updating the COOP and the alert roster. Responsible for outgoing correspondence ensuring proper routing for internal mail. Ensures incoming mail is delivered on a timely basis. Responsible for managing the Programs e-mail distribution list for coordination of outgoing e-mails. Point of contact for conference room reservations preparation, setup, and usage. Responsible for assisting School Health staff with scheduling and coordination of meeting and trainings, to include providing agendas, meeting minutes, set up of audio-visual access, registration and sign-in to meetings. Operates personal computer and all office equipment. Assists with preparation of materials for new hire and contract employee orientation.

Maintains various databases and submits reports as assigned. Enters and validates data for reports. Ensures EARS reports are submitted on a timely basis. Ensures training compliance by staff for required trainings and programmatic trainings that are not in Train. Updates General Services and IT ticket requests. Maintains an organized office environment for the School Health program. Supports performance improvement and quality management activities through data management and review. Assists in the development of presentations and other information regarding the Program.

Responsible for researching and the procurement of office supplies, School Health field supplies, School Health educational, promotional, incentive supplies, and other items needing to be purchased using MFMP/Ariba and the FDOH approved contractual procedures are followed for the School Health Program. Responsible for assisting or completing travel approval requests and subsequent reconciliation and reimbursement processes in accordance to travel processes and procedures.

Responsible for collecting and securing the designated information sets for the purposes of protecting confidentiality, data integrity, and reasonable access, for all information, both confidential and public record, which is stored in hard copy or electronic formats. Monitors fax lines and distribute documents appropriately.

Performs other duties as assigned, this includes but is not limited to emergency duty. During emergency duty works during and beyond normal work hours or days in the event of emergency operations. Functions required include but are not limited to Special Needs Shelters, Red Cross Shelters, or other emergency functions. Attends in-services, seminars, workshops, and other meetings as needed. Performs related work as required.

Required Knowledge, Skills, and Abilities:

• Knowledge of procurement process and procedures
• Knowledge of office procedures and practices
• Knowledge of basic management principles and practices
• Knowledge of the methods of data collection
• Skilled at computer software including MS Office suite HMS and STARS
• Ability to understand and apply applicable rules, regulations, policies, and procedures relating to operational and management analysis activities
• Ability to conduct fact-finding research
• Ability to utilize problem-solving techniques
• Ability to plan, organize and coordinate work assignments
• Ability to communicate effectively
• Ability to work effectively with outside agency personnel
• Ability to establish and maintain effective working relationships with others

Qualifications:

Minimum:

• Driver’s License
• One year of administrative and clerical job-related experience.

Preferred:

• One year of administrative and clerical job-related experience in the healthcare industry.  Experience working with state or local government agency

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:

Florida Department of Health in Duval County

School Health Program Office

921 N. Davis Street, Building A

Jacksonville, 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.