OPS ADMINISTRATIVE ASSISTANT II

Requisition No: 883067


Agency: Department of Health

Working Title: OPS ADMINISTRATIVE ASSISTANT II - 64800998

Pay Plan: Temp

Position Number: 64800998


Salary: $16.50 hr. - $17.00 hr.


Posting Closing Date: 09/29/2026


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OPS ADMINISTRATIVE ASSISTANT II

Open Competitive


This is a part-time OPS Administrative Assistant II position is located in Tallahassee, Florida. The Administrative Assistant II position reports to the Public Health Services Manager F-SES. This is a highly responsible professional position within the Division of Children's Medical Services, Bureau of Child Protection and Special Technologies, Child Protection Unit.

Your Specific Responsibilities:

• Draft letters and other correspondence.
• Create spreadsheets, documents, forms, and reports.
• Monitor, track, and manage routing of various documents and assignments,
• Review data and provide reports and updates as needed.
• Copy, file, scan, and maintain office documentation and maintain office equipment
• Provide technical assistance to staff within the Bureau of Child Protection and Special Technologies and contracted providers.
• Answer phone calls. Distribute incoming and outgoing mail.
• Assist in arranging, scheduling, and coordinating meetings.
• Attend meetings, trainings, workshops, conferences, or seminars related to assigned areas of responsibility as recommended.
• Prepare agendas and meeting minutes.
• Prepare and process purchase requisitions.
• Purchase office supplies and program materials.
• Assist with contract action development and preparation including document proofreading,
• Establishing and tracking documentation routing, reviewing documentation for completion, and scanning and filing documentation into contract file folders.
• Track invoices received and processed in internal tracking logs and Florida Accountability Contract Tracking System (FACTS).
• Assist with conducting quality assurance contract file and monitoring reviews.
• Responsible for daily administrative duties.

Other duties inlcude:

Assist with processing contract provider applications and staffing change requests. Ensure required contract providers are properly background and drug screened in accordance with department policy. Schedule Level II Background and Drug Screening appointments. Create FLHealthHR Desk tickets in the DOH data system to onboard contract providers. Collaborate with the Special Technology Unit to permit system access for screened and approved contract providers. Monitor contract providers Level II Background Screening dates monthly to ensure that the five-year department policy requirement is met. Review and maintain contract provider applications and credentials to ensure compliance with Florida law. Create and provide monthly provider eligibility and Florida Certification Board reports as requested.

Make travel arrangements and process travel for staff. Ensure receipts related to purchase card purchases for travel are collected, scanned, processed, and approved within required deadlines. Maintain and monitor travel and fiscal internal operating procedures to ensure compliance with departmental policies and procedures.Assist in processing, monitoring, and tracking public record requests. Serve as a back-up to Administrative Assistant III position. Assist with staff recognition, Division and Bureau activities, and performs other special projects as requested. Performs other related job duties as needed.

Required Knowledge, Skills, and Abilities:

• Knowledge of administrative principles and practices;
• Strong grammar and proof reading skills are essential for this position;
• Knowledge of office procedures and practices;
• Knowledge of principles and techniques of effective communication;
• Attention to detail; Ability to effectively manage time;
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, purchasing or report writing;
• Ability to prepare correspondence and administrative reports;
• Ability to prioritize and assignments work independently;
• Ability to plan, organize, coordinate work assignments and coordinate multi-level meetings;
• Ability to process and approve payments on a finical database;
• Able to monitor legislative bills;
• Ability to make travel arrangements and process travel reimbursements;
• Proficient computer skills to include MS Word, Outlook, Excel and PowerPoint.
• Ability to access, collect, analyze information from data systems and other programs.
• Skills in maintaining effective relationships with other staff, providers, consumers, and agencies.
• Ability to maintain strict confidentiality.

Qualifications:

Minimum:

• High School Diploma.
• One (1) year Administrative Office or Clerical Experience.

Preferred:

• One (1) year Human Resource Experience.
• Two (2) years of Experience working with Microsoft Office Suite.

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:

2020 Capital Circle SE

Tallahassee ,Florida,32399

The Benefits of Working for the State of Florida:


Working for the State of Florida is more than a paycheck. As an OPS employee, the benefits below are available:

• State of Florida 401(a) FICA Alternative Plan (mandatory)

• Participation in state group insurance (upon meeting eligibility requirements. Consult with People First and/or the serving HR office)

• Workers' Compensation (mandatory, if needed)

• Reemployment Assistance (Unemployment Compensation) (mandatory, if needed)

• Deferred Compensation (voluntary)

• Employee Assistance Program (voluntary)

• 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.

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