ADMINISTRATIVE SECRETARY

Requisition No: 883855


Agency: Department of Health

Working Title: ADMINISTRATIVE SECRETARY - 64030006

Pay Plan: Career Service

Position Number: 64030006


Salary: $41,000 - $45,000


Posting Closing Date: 09/21/2026


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Internal Agency Job Opportunity

**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.

Your Specific Responsibilities:

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.

The responsibility of this position is to provide advanced administrative secretarial work that includes duties of an administrative nature. This involves the incumbent in this position to have responsibility for facilitating the operation Of the Healthy Start Program. Work is to be performed under the supervision Of the Registered Nurse Consultant.


Public Health Competency Domain 1: Analytical/Assessment Skills

Public Health Competency Domain 2: Policy Development/Program Planning 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

Public Health Competency Domain 6: Public Health Science Skills

Triages and inputs prenatal risk screens (RAI) into the Management System (HMS) daily, at an average of 20 per day, within the 5-day contractual requirement, Reviews incoming and transfer cases in the Well Family System (WFS). Updates processes and procedures Of the Healthy Start program. Receives, reviews, date-stamps, and distributes incoming mail to appropriate programs. Batches outgoing mail to other FL DOH counties' Healthy Start Programs. Researches provider inquires and provides feedback, Screens incoming calls to determine specific needs. disseminate information, and properly direct and/or refer callers for service. Scans and uploads documents into WFS. Completes monthly spreadsheets and other reports as required by the State and local Healthy Start mandates. provides critical administrative support to care coordinators and management team.

Completes case assignments within the first 2 hours of work and notates case assignment in WFS notes section. Maintains, links, and documents birth outcomes. Distribute cases to assigned Care Coordinators (CCs) and notifies CCs of newly assigned cases via email. Retrieves letters from CCs to be processed, printed, scanned, uploaded, and/or mailed as needed. Maintains adequate copies Of all required forms to include engagement packets, ASQS, and Other mandated screening forms. Purges client records and prepares records for destruction or archiving, in accordance with applicable agency policies. procedures, and guidelines. Maintains inventory and tracking of client incentives and office supplies. Orders client incentives and office supplies through SAP Ariba or Other ordering systems as needed. Assists Community Health Programs (CAP) with composing and/or modifying existing purchase requisitions in Ariba during other administrative staff absence. Completes Maintains incentive tracking logs as required by the DOH guidelines. Contacts Healthy Start clients on behalf Of CCs on leave. Assists With interviews to include preparing packets, scheduling candidates. and completing reference checks. Schedules for other meetings as needed.

Performs emergency preparedness and/or public health safety duties as necessary. Ensures accurate and timely submission Of Employee Leave and Attendance Records and Employee Activity Records (EARS). Prepares, proofreads, edits. and/or routes correspondences to internal and external partners, as well as other entities. with accuracy and promptness. This includes journal articles, publications, and spreadsheets. Maintains a courteous and cooperative working relationship with clients. the community, and other internal and external customers. participates in quality improvement activities. Attends in-services, all staff meetings, seminars, workshops and completes all required mandatory trainings in TRAIN and other systems as specified by the agency. as well as job-related trainings required by Healthy Start.

Performs all other assigned duties as required.

Required Knowledge, Skills, and Abilities:

• Knowledge of administrative and clerical procedures and systems
• Ability to monitor, order, track, inventory, and supplies
• Prepare travel reimbursement requests
• Ability to work in electronic medical records
• Ability to communicate effectively orally and in writing
• Ability to organize and plan work
• Assist With scheduling and confirming appointments for case managers
• Ability to establish and maintain effective working relationships
• Ability to provide excellent customer service
• Ability to manage time effectively and multitask
• Proficient in Outlook and Excel to include the ability to create excel reports
• Handles correspondences, telephone. and email communication

Qualifications:

Minimum:

• High School Graduate or equivalent.
• Must have at least 2 years of experience working as a secretary, administrative assistant, or similar position in an office setting.
• Must have at least 2 years of experience working in Electronic Medical Records.
• Must have at least 2 years of Excel experience that includes creating monthly reports, spreadsheets, and/or data reports.

Preferred:

• Associate's degree or higher

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:

Florida Department of Health in Duval County


921 North Davis Street Building A, Suite 260,


Jacksonville, Florida 32209


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 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.


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