Administrative Assistant

Select how often (in days) to receive an alert: Select how often (in days) to receive an alert: The State Personnel System is an E-Verify employer. For more information click on ourE-Verify Website . Requisition No:883001 Agency: Department of Health Working Title: ADMINISTRATIVE ASSISTANT I - 64068611 Applicants accepted only from Department of Health employees, (includes OPS, Career Service, SES or SMS employees). Applicants will not be accepted from outside of the department. Position Number: 64068611 Location: 475 West Story Road Suite #1 Ocoee, FL 34761 **DOH – Orange is a tobacco free agency. **This advertisement may be used to fill future vacancies as they become available. **NOTE: Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process. ** JOB DUTIES AND RESPONSIBILITIES: This position is with the Department of Health in Orange Healthy Start Program. This is an administrative position that requires independent decision-making responsibility and provides support to the Healthy Start/Bellies, Babies, and Beyond Project Director and team members. This position is responsible for assisting with the operational duties of the program; gathers data and prepares written reports, provides guidance and assistance to further the achievement of the goals of the program, formulates projections and recommendations, and makes independent conclusions based on available data. Performs daily administrative activities including typing, data entry, bookkeeping, filing, faxing, preparing reports and requisition of supplies and equipment. Operates and/or utilizes a variety of standard business and office machines and equipment including copiers, calculators, fax machines, scanners, computers and printers and other related equipment with accuracy. Prepares memos, agendas, minutes, reports, letters, forms, client information, job descriptions, evaluations, and other documentation.Updates and creates flyers/brochures. Proofreads material for correct spelling, punctuation, and grammar usage.Receives mail and distributes. Maintains current information and updates of operating procedures, policies, protocols, and FDOH Guidelines.Ensures all new policies, procedures and other appropriate information are distributed to supervisors and employees. Provides information to the general public regarding the services rendered by the agency or the state, and general information concerning the location and services offered by other state agencies. Updates telephone voice mail messages and post signage as needed. Answers the telephone, screens individuals, and calls by securing information so that they may be given correct information or by direction and/or referral to appropriate source. Takes and relays messages and information. Refers calls appropriately, greets visitors, maintains order in the reception area, follows/adheres to office security protocols, and provides information and directions. Receives, sorts, and distributes incoming and outgoing mail. Provides appropriate referral information. Manages andmaintainsinventory of all supplies, education materials, mall items, giftcards,and bus passes. Prepares and files statements, inventory reports, reconciliation reports, and logs. Direct and prepares all purchasing requisitions. Orders supplies, receives invoices and reconciles in theMFMPsystem. Creates andmaintainsPurchase Orders and encumbrances. Monitors andmaintainexpenditures control inidentifiedbudgets.Including ordering supplies and the reconciling and processing of expenditures in theMFMPSystem. Assist in preparation and coordination of materials for meetings, trainings, and other activities of the program.Provide logistical meeting support (e.g., scheduling conference rooms, logistics including researching and reserving travel and hotel arrangements) as needed. Make and/or coordinate appointments/meetings on behalf of Program Manager and utilizes electronic calendar (i.e. outlook).Assists Program Manager in tracking and following up on identified action register items and to-do list items. Coordinates and facilitates the logistics and completion of service/maintenance calls for equipment, facility work orders. Performs related work as required. KNOWLEDGE, SKILLS AND ABILITIES, INCLUDING UTILIZATION OF EQUIPMENT, REQUIRED FOR THE POSITION Knowledge of general office procedures and practices. Knowledge of correct grammar usage. Knowledge of basic arithmetic. Ability to plan, organize and coordinate work activities. Ability to follow and implement office procedures and practices. Knowledge of the procedures for securing, accumulating, processing, preserving, retrieving and controlling of documents and records Ability to review data for accuracy and completeness. Knowledge of the techniques for effective communication and dealing with the public Ability to deal with the public and to handle calls in a fast, courteous and efficient manner Ability to establish and maintain effective working relationships with others. Ability to prepare reports and correspondence. Ability to read and record information. Ability to review data for accuracy and completeness. Ability to plan, organize and coordinate work activities. Ability to implement office procedures. Ability to review data for accuracy and completeness. Ability to plan, organize and coordinate work assignments. Ability to plan, organize and coordinate work assignments. Ability to read and record information. Willingness to travel locally and work flexible hours, including weekends and evenings. MINIMUM QUALIFICATIONS: A current Florida Department of Health Employee. Possess at minimum a high school diploma/GED with one year of verifiable public health/maternal child health experience. Aminimum of two years’ experience in purchasing through the State Of Florida Ariba Spend Management System/Florida Market Place. A minimum one year of proficient computer experience with Microsoft Suite programs. A minimum of one year experience in creating Childbirth and/or educational class schedules for the community. Oneyear of verifiable secretarial or clerical experience, customer service experience including communication by greeting visitors, confirming demographic information, answering questions, and public health services. Willing to work before, during, and/or beyond normal work hours or days in the event of an emergency. This may include working in a special needs or Red Cross shelter, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural. Emergency duties may also include in-state and/or out-of-state deployment. This position is a full-time, in-office position. Are you willing to physically come in the office daily to perform the duties & responsibility of the position. This position requires current authorization to work in the United States without employer sponsorship. The Department of Health is unable to provide employment visa sponsorship. Where You Will Work: Work Location - 475 West Story Road Ocoee, FL 34761 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 HealthiestState 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. 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 Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process. 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: 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 View phone number on click.appcast.io). 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 View phone number on click.appcast.io). 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. For assistance, call the People First Service Center at View phone number on click.appcast.io Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer. #J-18808-Ljbffr