ADMINISTRATIVE ASSISTANT III

Administrative Assistant III - 64004351

Join Team Duval. At DOH-Duval, we work every day to protect, promote, and improve the health of our community. Join a team that values innovation, collaboration, and public service. Our programs are recognized across Florida for their impact and effectiveness, and we are looking for dedicated professionals who want to make a real difference. If you are passionate about creating healthier communities, your future starts here. This is intermediate level work. At this level, employees may perform a full range of assignments under direct supervision or perform a narrow range of assignments independently under general supervision. The incumbent performs duties that are well defined with established practices and clear-cut policies. The work requires applying a general knowledge of business practices to a variety of practical situations. The employee must use skill in applying instructions to accomplish different job functions or in operating machines for a variety of different purposes. Errors may cause inaccuracies in reports, records or technical data and may cause work delays to some aspect of the operation. However, errors are usually detected before the result becomes serious. This position provides administrative support to the Director of Community Health Programs and the Community Health Programs staff. Duties and responsibilities include, but are not limited to the following:

Public Health Competency Domain 1: Analytical/Assessment Skills

Public Health Competency Domain 3: Communication Skills

Public Health Competency Domain 4: Cultural Competency Skills

Public Health Competency Domain 5: Community Dimension of Practice Skills

Prepares correspondence for Program Managers and the Director of Community Health Programs (CHP). Opens and reviews correspondence and replies to any routine items identified. Identifies priority items for the attention of the Community Health Programs Director. Routes copies of appropriate mail to subordinates as required. Maintains current information and files of the DOH-Duval and Community Health Programs Administration policies and program, and process routine matters within established guidelines. Arrange meetings and conferences including space, time and place, informing participants and providing them with appropriate background information. Record and distribute minutes of meetings as requested. Completes IT requests, purchase requisitions and work orders for the Division. Liaison for facility's needs, assists with federal forms, HMS, and EARS. Assures quality control in records management, perform customer satisfaction calls in all CHP programs, special projects coordination for all documents (i.e., audits and site visit reports, all Purchase Orders for the Division, and backup to all other Administrative Assistants of executive team). Supports all CHP Program Managers (5 administrators and support supervisors). Support required for these programs include researching, compiling, reviewing and preparing reports to be submitted to state agencies, correspondence, data entry and client satisfaction surveys. Assists the Operations Manager by coordinating and scheduling interviews, copying and scanning Interview Packets, meeting candidates and ensuring all HR paperwork is completed accurately, and calling for reference checks. Public Health Competency Domain 8: Systems Thinking Skills

Public Health Competency Domain 2: Policy Development/Program Planning Skills

Prepares the necessary travel and hotel arrangements and prepare vouchers for reimbursement for the Community Health Program Director and other staff (managers, supervisors, field staff). Attends in-service, seminars, workshops and other meetings related to the Maternal and Child Health Department. Performs travel in relation to above duties and for professional development. Ensures accurate and timely submission of Employee Activity Records, Employee Leave and Attendance Records and travel vouchers. Information and Key Custodian. Performs other related duties as required.

Required Knowledge, Skills, and Abilities:

Excellent verbal and written skills and sound interpersonal skills

Strong customer service skills

Computer literacy skills, including the ability to use spreadsheets, databases and various software applications

Demonstrates a high level of organizational proficiency and the ability to efficiently manage multiple concurrent tasks by effectively prioritizing responsibilities to meet stringent deadlines.

The demonstrated ability to use initiative and be proactive

Ability to work as an individual and/or in teams

Knowledge of department's policies and procedures

Ability to perform a range of routine administration functions

Qualifications:

Minimum: High school diploma or equivalent. Three years of administrative or office support experience manage multiple tasks, prioritize responsibilities to meet deadlines, and take initiative to proactively support team operations

Must have experience providing administrative support to a department leader or program director, including managing correspondence, coordinating schedules or meetings, preparing reports, and handling confidential or sensitive information.

Must have experience providing excellent customer service or client support, such as responding to inquiries or conducting customer satisfaction calls.

Must have experience using Microsoft Word, Excel, PowerPoint, and other office software to create documents, spreadsheets, or reports.

Must have experience performing administrative or office support duties such as preparing correspondence, organizing files, scheduling meetings, coordinating projects, or assisting program staff.

Preferred: Experience with procurement, purchasing, and workflows. Experience processing Statements of Work (SOWs). Experience within government, public health, or community program environments.

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

The 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: Innovation: We search for creative solutions and manage resources wisely. Collaboration: We use teamwork to achieve common goals & solve problems. Accountability: We perform with integrity & respect. Responsiveness: We achieve our mission by serving our customers & engaging our partners. Excellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

Florida Department of Health in Duval County Community Health Programs Division 921 N Davis Street, Bldg. A Suite 260, Jacksonville, FL 32209