OPS ADMINISTRATIVE ASSISTANT II - 64801925

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Open Competitive Opportunity

Division of Disease Control and Health Protection

Bureau Of Communicable Diseases

Hepatitis Section

This is a full-time, in-office position 

Your Specific Responsibilities:

This position will serve as the professional assistant to the section administrator and provides professional level administrative support to the Viral Hepatitis and Outbreak response Section (VHORS). Work involves the performance of administrative activities, which involve independently planning administrative objectives and priorities to enhance team efficiency and to assist with the implementation of VHOR Section policies and procedures.

Responsible for providing general office assistance as requested and ensuring requests are completed in compliance with policies and procedures. Assist section staff by answering phones and routing inquires to appropriate staff. Assist with incoming and outgoing mail and shipping. Provides meeting or training support as requested including assisting with preparations, scheduling, and set-up. Assist staff with scheduling meetings, maintain staff meeting schedule and conference room/call calendars.

Responsible for monitoring and tracking all section assignments. Set up, establish, organize, and maintain an efficient and complete assignment tracking process. Assist section staff with preparing internal and external correspondence for review and approval. Prepare communications, such as memos, emails, agendas, meeting minutes, reports, and other correspondence. Proofreads all section correspondence for accuracy and content as it relates to the Department’s correspondence policies and procedures. Receive and process requests for rapid HCV test kits. Responsible for packaging and shipping out rapid HCV test kits. Track the number of HCV kits coming in, being sent out (and to whom/what agency) to be aware of HCV test kit inventory.

Serves as the sections point of contact for Safety, information Security/HIPAA and Continuity of Operations Planning (COOP). Attends meetings held by the bureau of division coordinator on these issues, ensures Section compliance with any related policies and procedures at the direction of the bureau or division coordinator, communicates updates to all staff and/or Section Administrator as needed, completes any assessments.

Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

Ability to manage multiple tasks, prioritize assignments, and meet deadlines efficiently.

Strong written and verbal communication skills are essential for interacting with colleagues, clients, and external stakeholders.

Proficient in using office software such as word processing, spreadsheet, and presentation software. Familiarity with email management and calendar scheduling tools is also important.

Ability to maintain accuracy and precision in tasks such as data entry, proofreading, and document management.

Skill in allocating time effectively to complete tasks and projects within deadlines.

Capacity to identify issues, analyze problems, and propose solutions independently or in collaboration with others.

Ability to provide excellent service to clients, whether internal or external, by responding promptly and professionally to inquiries and requests.

Knowledge of office procedures, protocols, and administrative systems to ensure smooth operations within the organization.

Ability to work well in a team environment and maintain positive working relationships with colleagues and stakeholders.

Understanding the importance of maintaining confidentiality and discretion when handling sensitive information.

Proficiency in using common office equipment such as printers, scanners, fax machines, and multi-line telephone systems.

Qualifications:

Minimum:

Knowledge of office and secretarial procedures.

Knowledge of Microsoft Word applications

Ability to receive and convey detailed information clearly and accurately

Preferred:

Minimum of three years of administrative, secretarial, or clerical 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. As an OPS employee, the benefits below are available:

• State of Florida 401(a) FICA Alternative Plan (mandatory)
• Participation in state group insurance (upon meeting eligibility requirements.  Consult with People First and/or the serving HR office)
• Workers’ Compensation (mandatory, if needed)
• Reemployment Assistance (Unemployment Compensation) (mandatory, if needed)
• Deferred Compensation (voluntary)
• Employee Assistance Program (voluntary)
• 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.