EXECUTIVE ASSISTANT I - SES - 64081474

 Pay Plan: [[custSubGroup]]

Total Compensation Estimator Tool

Job posting category - Open Competitive

Anticipated Vacancy

Your Specific Responsibilities:

This is a highly professional position and serves as the executive assistant to the Director of Medical and Health Services of the Division Children’s Medical Services (CMS). The incumbent in this position is required to work independently without close supervision in making decisions and obtaining solutions to routine problems, issues and other matters. The incumbent is responsible for working within established office policies, procedures, guidelines, and rules. The incumbent reviews management practices and identifies and recommends changes to increase productivity and performance in the Division.

Maintains the daily schedule for the Division Director and the Deputy Secretary for Children’s Medical Services. Responsible for all scheduling of direct report meetings, appointments for the Division Director and other meetings as requested. Schedules, plans, prepares a draft agenda for, and coordinates the quarterly Division staff meetings, for biweekly direct reports meetings and other meetings as requested. Takes notes during meetings and follows-up on outstanding issues ensuring they are completed.

Serves as the Division Correspondence Liaison responsible for preparing correspondence for the Division Director, coordinating and integrating responses to assignments from the bureaus and preparing a coordinated response for the signature of the Division Director within required time frames. Responsible for the acceptance of electronic assignments through Workflow and acts as the Division Workflow Liaison, tracking and monitoring assignments through completion within determined timeframes.  Responsible for filing and storing the Division Director’s correspondence and published work products. Responsible for establishing and maintaining internal tracking systems for correspondence, travel, purchasing and assigned property.

Serves as the backup to the Legislative Coordinator for the Division. Tracks, assigns and coordinates legislative assignments and supports management to ensure timely completion within the required timeframes.

Coordinates, reviews, proofreads, and disseminates documents, correspondence, assignments, reports and other documents produced by the bureaus using independent judgment to ensure that relevant policy issues are addressed, that policy and procedures are followed, that items are responsive to the issues under consideration, and that content and quality are appropriate. Coordinates with staff on documents that require further work or investigation. Trains and provides guidance to staff on correspondence, mandated reports, and guidelines.

Prepares travel authorizations, arrangements and reimbursements for the Division Director and the Deputy Secretary for Children’s Medical Services within determined timeframes. Arranges and coordinates statewide meetings, trainings and other events as assigned.

Organizes, and coordinates the functions of the Division including directing special projects and advises the Division Director of problem areas and recommends and coordinates proposed solutions.

Serves as the lead support staff for the Division by communicating operating procedures and enforcement of these procedures, as well as other departmental policies that affect support staff.  Holds support staff meetings to share updates.

Leads or serves on various Division or Department committees and attends meetings representing the Division. Liaises with delegates to ensure the continuity of work in the absence of the Division Director. Represents the Division Director in matters as authorized, including attending meetings and conferences. Carries out other assignments given by the Division Director and/or agency head including the Deputy Secretary of the Children’s Medical Services.

Required Knowledge, Skills, and Abilities:

• Knowledge of office procedures and practices
• Knowledge of principles and techniques of effective communication
• Attention to detail
• Ability to effectively manage time
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, purchasing or report writing
• Ability to prepare correspondence and administrative reports
• Ability to work independently
• Ability to plan, organize, coordinate work assignments and coordinate multi-level meetings
• Ability to process and approve payments on a finical database
• Able to monitor legislative bills
• Ability to make travel arrangements and process travel reimbursements
• Proficient computer skills to include Microsoft Word, Outlook, Excel and PowerPoint

Qualifications:

• Microsoft Word, Outlook, Excel and PowerPoint experience
• Years of Experience:  3 - 5 Years Administrative or clerical (preferred)
• Microsoft Teams experience (preferred)

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:

2020 Capital Circle SE

Tallahassee, FL 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. 

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.