ADMINISTRATIVE ASSISTANT III - SES

Administrative Assistant III - SES - 64026526

This is a highly responsible and independent position working with the County Health Department Administrator in various executive leadership capacities to effectively provide public service delivery through administrative oversight and enforcement of public health laws of the State of Florida. Adheres to Information Security policies and procedures. This is a full-time, in-office position requiring travel between multiple county health department locations throughout Nassau County. This position will be the executive assistant to the Nassau County Health Department Administrator. Composes a variety of memorandums and correspondence for the Administrator. Prepares memorandums of agreements, contracts, policies and procedures, and documents for Administrator and other managerial positions as needed. Receive and screen Administrator's mail, email and telephone calls. Attends meetings within and outside the department and represents the Administrator in matters as authorized. Responsible for maintaining the calendar, scheduling appointments, meetings, maintaining contact list, submitting travel authorizations approval and signature, making travel arrangements, completing registration for meetings or trainings and submitting travel for reimbursement. Ensure all required reviews and signatures have been completed. Maintain alphabetical and electronic files of such documents and those received by the Administrator. Assist the Administrator in dealing with client complaints. Responsible for agenda, sign-in sheet and minutes for the weekly Senior Management meeting conducted by the Administrator and monthly Leadership meeting. Attends Florida Department of Health Director/Administrator Conference calls in the absence of the Administrator. Maintains and coordinates required data and reports for Health Officer performance expectations, strategic plan and other reports and special assignments as needed. In collaboration with CHD Administrator, oversees and leads Performance Management and Quality Improvement (PMQI) processes. Leads PMQI meetings, oversees project processes and implementation. Liaises with the County Managers Office and Board of County Commissioners. Performs the duties assigned during Incident Command activation and Emergency Response actions. Represents the Nassau County Health Department Administrator as back-up contact with public officials, other governmental agencies and the public as needed. Collaborates with the community partners and Senior Management Team on strategic plan, Community Health Assessment, and Community Health Improvement Plan initiatives to meet the objectives and vision of Health Officer. Assist in the development of administrative policies, procedures, processes, plans, reports, and documents based on strategic plans and needs for various public health initiatives, both internally and externally. Reviews all materials in conjunction with and for the Nassau County Health Department Administrator prior to dissemination both internally and externally. Designated Policy and Procedures Manager. Submit Policy and Procedures for legal review, approval and signature. Maintain Policy and Procedures Date spreadsheet and work with appropriate staff to ensure that they are reviewed and updated in a timely manner. Maintain the current Policy and Procedures on the Florida Department of Health in Nassau County's SharePoint site. Provide administrative support to the managerial/leadership staff as needed. Assist in preparing, scanning, and/or copying, correspondence, reports, licenses, memorandums of agreement, contracts, surveys and documents as needed. Assists with meeting preparation and minutes as needed. Prepare authorizations to incur travel forms for staff, submit for approval and signature from employee's supervisor and the Nassau County Health Department Administrator. Complete travel forms for reimbursement as needed or requested. Participates in and/or leads work group committees which formulate and recommend program, policies and/or actions to management and leadership. Performs other tasks as assigned by Administrator to support the operation of the agency. Supervises clerical and administrative support staff across all divisions to include, but not limited to, clinical, dental, personnel liaison, and environmental health. Provides supervision, direction, performance evaluations to ensure agency, division, and programmatic requirements are met. Provides Personnel Liaison support to County Health Administrator. Ensures personnel actions and documents are sent to and received from the Department of Health Bureau of Human Resource Management (DOH HRM). Provides technical assistance on People First as appropriate. Coordinates Family Medical Leave request, transfers, and flex time request. Assists with fingerprinting/background and drug screen procedures. Conducts employee recruitment and necessary paperwork processing and orientation. Utilizes DOH HRM website and participates on DOH HRM conference calls and shares pertinent information with supervisor. Distribute personnel-related information to staff and supervisor. Participates in disciplinary action processes when needed. Process classification packages including position descriptions and submits as required. Reviews all PDs for format before signed and finalized. Trains supervisors on how to write a correct job description for their direct reports. Coordinates volunteers/interns for NCHD. Serves as Equal Employment Opportunities Liaison and TRAIN Administrator.

Required Knowledge, Skills, and Abilities: Knowledge of principles and techniques of effective communication, principles and techniques of public relations, public information, mass communications and reporting to news media. Knowledge of methods of data collection and analysis and ability to review and assess information and communications for dissemination of information internally and externally, including preparation of presentations and report preparation. Knowledge of principles and processes involved in organizational planning, coordination, and execution. Knowledge of administrative and clerical procedures and systems, knowledge of computer applications, ability to learn new computer programs and apply knowledge. Ability to communicate effectively with others in writing and speaking as indicated by the needs of the audience to effectively convey information. Ability to gather, analyze and summarize data.

Qualifications: Minimum- High school diploma or equivalent. Four years of administrative or executive-level support experience. One year of supervisory or lead-worker experience. Experience supporting senior leadership or executives. Experience in handling confidential or sensitive information. Experience with Microsoft Office (Outlook, Word, Excel, Teams, etc.). Experience with personnel processes such as onboarding, PARs, or performance evaluations. Experience supporting performance management or quality improvement activities. Ability to work extended or irregular hours during emergencies. Valid driver's license. Preferred- Experience supporting an executive in a public health, healthcare, or government setting. Experience supervising administrative staff in a complex or fast-paced environment. Experience coordinating personnel actions such as hiring packets, onboarding, PARs, and evaluation tracking. Experience supporting performance management or quality improvement projects. Experience using SharePoint, Teams, or similar platform

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. 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 (1-866-