ADMINISTRATIVE ASSISTANT II

Administrative Assistant II - 64081276

Location: 832 West Central Boulevard – Sunshine Care Center/Operations Orlando, FL 32805

Salary: $1,690.32 – 1,732.63 Biweekly

This position is with the Orange County Department of Health Central Operations. It is a specialized administrative support role that requires independent decision-making and provides essential support to Central Operations and its team members. Key responsibilities include assisting with the operational duties of the various programs supported by Central Operations.

Ryan White HIV/AIDS Program (RWHAP) Hotline Call Center Responsibilities:

• Answer RWHAP Hotline and manage voice mail: Respond to incoming calls and voice messages, providing information and support to clients via Provide, HMS and any additional applicable systems.
• Check SCC Clinic voice mail at least twice daily: Monitor and respond to voice messages left at the SCC Clinic to ensure timely communication.
• Assist with the monthly call list provided by Case Management: Contact clients as per the monthly list to provide updates, reminders, and support as needed.
• Complete SCC and Lab appointment reminder calls: Make reminder calls to clients about their upcoming SCC and lab appointments to ensure attendance.
• Consult daily with the SCC Case Management and Nursing Supervisor regarding client inquiries: Communicate with either supervisor to address and resolve client questions and concerns respective to each area as needed.

Central Operations Call Center Line Responsibilities:

• Act as a backup for the Central Operations Call Center line: Provide support to the Central Operations Call Center by handling calls when needed.

Administrative Tasks:

• Prepare travel arrangements for Sunshine Care Center: Organize and coordinate travel plans for SCC staff and clients as needed.
• Assist with SCC purchasing tasks: Create procurement and encumbrances for supplies, services, and equipment for the Sunshine Care Center. Prepare all purchasing requisitions, order supplies, receive invoices, and reconcile them in the AOD system.
• Check and distribute SCC mail: Collect, sort, and distribute incoming mail for the SCC.
• Schedule SCC clinical appointments: Arrange and confirm clinical appointments for clients with SCC healthcare providers.
• Manage SCC inventory at Chancellor: Oversee the inventory of supplies and equipment at the Chancellor location to ensure availability.

Intake Support Responsibilities:

• Serves as backup for Registration Intake Front Desk, subject to a short notice, especially when the first floor is short-staffed, this will be on an as-needed basis.
• Performs other job-related duties

Knowledge, Skills and Abilities, Including Utilization of Equipment, Required for the Position:

• Knowledge of FDOH policies, HIPAA, documentation standards, call handling procedures, and available programs and services.
• Skill in using multi-line phone systems and electronic/manual systems for accurate data entry and documentation.
• Skill in professional, courteous verbal communication and active listening.
• Skill in organizing tasks, managing time, and meeting deadlines.
• Ability to serve as the first point of contact in a friendly and professional manner.
• Ability to manage calls efficiently, screen inquiries, and direct them appropriately.
• Ability to provide accurate information and make appropriate referrals.
• Ability to maintain confidentiality and follow security and call-handling protocols.
• Ability to prioritize tasks, work independently, and ensure accuracy.
• Ability to ensure prompt and effective communication with clients, staff, and partners.
• Demonstrates knowledge of travel coordination, purchasing procedures, invoice reconciliation, inventory control, and clinical scheduling.
• Possesses strong organizational, communication, and time management skills, with proficiency in office software and administrative systems.
• Able to coordinate travel, manage procurement tasks, reconcile invoices, schedule appointments, and maintain inventory with accuracy and efficiency.
• Capable of adapting quickly to shifting priorities and supporting multiple operational functions across locations.
• Skill in supporting outreach, administrative tasks, and cross-team collaboration.
• Knowledge of administrative and clerical procedures and systems.
• Ability to follow confidentiality and data security protocols.
• Ability to complete documentation accurately per guidelines.
• Ability to prioritize tasks and meet deadlines.
• Ability to work independently with minimal supervision.
• Ability to identify and correct documentation errors.
• Ability to assist with special projects and adapt to varying departmental needs.
• Ability to work cooperatively with multiple teams and meet project deadlines.

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 ); Flexible Spending Accounts; Tuition waivers; And more! For a more complete list of benefits, including monthly costs, visit

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: 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