ADMINISTRATIVE ASSISTANT II - 64050722 1

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Open Competitive Opportunity

Division of Disease Control and Health Protection

Florida Department of Health

Bureau of Environmental Health

Public Health Toxicology

Your Specific Responsibilities:

Regularly performs routine office management functions that would otherwise require the attention of the section leads or program administrators. Regularly serves as resource person to section staff in resolving department policy and procedural questions and ensures compliance with policies and procedures. Coordinate purchase requests when needed and facilitates proper procedures for office operations, correspondence, purchasing, and grant routing

Issues, mails, and files radon certificates. Receives and electronically files radon monthly reports. Keeps proper documentation of completion dates on tracking logs.

Sends monthly reminder (before due date) and late report submission (after due date) emails to radon businesses. Follows up with businesses who don't submit reports after the late report submission emails.

Tracks free radon test kit requests. Sends tracking log to the laboratory weekly. Sends individual follow up emails to requesters to check on the status of the radon measurement to increase return rates and keeps the dates on a tracking log.

Coordinates the annual poster and video contests (tracks, reviews, and eliminates erroneous submissions; organizes pre-judging meeting; tabulates scores; and drafts letters to notify winners).

Independently handles items and situations, which are within the scope of the position. Research information to assist in analyzing reports and correspondence and to assist in preparation of responses. Responds to routine written/verbal inquiries from the public and the department.

Creates and maintains permanent files for all toxicological, radiological, and health assessment investigations conducted by the section, including laboratory records, case report forms, emails, and interim and final reports.

Regularly assigns, reviews, and coordinates the clerical assignments to keep workloads balanced and priorities handled. Assures that adequate support is provided always to the radon and toxicology section staff. Receives reviews, distributes assignments (phone calls: approximately 340-350 calls/month and zzzz Feedback Toxicology Tasks: approximately 40-50 emails/month) to appropriate personnel, and ensures timely action. Aids clerical staff as necessary to maintain schedule and prevent crises.

Periodically schedules meeting rooms and arranges for special training, conferences, or meetings. Takes meeting minute notes of the bi­ weekly program meetings. Attends and assists in the administration of special training, conference, or meetings including travel when necessary. Maintains an inventory of office equipment and other assets.

Proofreads documents and correspondences. Assists section staff with the preparation of grants, grant-related reports, and grant-related financial information.

Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

Typing skills, proofreading skills/attention to detail, technology (computer, fax, copier), people skills (dealing with people in person and on telephone), and organization skills.

Qualifications:

Minimum: High School Diploma or equivalent.

Preferred: Two years of experience.

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.    

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.