ADMINISTRATIVE ASSISTANT III - SES

Administrative Assistant III - SesThis position provides administrative assistance to the County Health Department (CHD) Administrator of a large County Health Department. The employee in this position provides a wide variety of administrative support services and assistance to the Administrator, Division Directors, Managers, and Supervisors throughout the CHD. The person in this position is required to research, gather, and disseminate information, prepare written correspondence, interpret policy, and provide guidance and assistance to others as needed. The incumbent is also required to demonstrate flexibility, a calm demeanor, a high level of professionalism, and to use initiative and independent judgment.Duties for this position are accomplished in accordance with the following standards:Courtesy: Treats customers, the public, and staff with courtesy, respect, and dignity, and presents a positive public image.Communication Skills: Keeps supervisor fully informed of activities, pertinent issues, upcoming events, and potential problems. Shares information with staff members as appropriate. Demonstrates effective oral and written communication skills in daily work.Teamwork: Supports the unit, agency and/or organization, and works with others in an effort to accomplish the goals of the unit, agency and/or organization.Safety: Employee makes a reasonable effort to adhere to established safety procedures and practices in the work area. Supports the Health Department's Quality Improvement Program.Job Specific Duties:Performs administrative executive assistant duties according to standard office procedures and protocol, and manages the functions of the Administrator's Office, as directed by the County Health Department Administrator.Independently reviews, analyzes, and evaluates all manner of communication for response or reassignment. Determines who should be informed and the method of response.Represents the Administrator's office and gathers information to make decisions for problem solving in their absence.Manages Administrator's calendar for best use of time. Schedules meetings and coordinates with attendees.Monitors and screens Administrators mail for correspondence that can be handled by the administrative assistant, or to be forwarded to another staff member, keeping administrator completely informed, and monitoring for follow-up.Composes correspondence for administrator's signatureInterprets division/agency policies and procedures as appropriate and provides information to staff to assist in a timely and effective problem resolution.Acts as liaison between administrator's office and internal staff, county staff and the public.Makes all travel arrangements for the administrator, ensuring timely travel approval, prompt confirmation of reservations, mapping directions, and typed itinerary.Reviews records and reports requiring action and recommends solutions or course of action.Carries out assignments given by Administrator independently in their absence, and performs other related work as required.Performs general administrative duties according to standard office procedures, protocol, and requirements of the County Health Department and the Florida Department of Health, as directed by the Administrator.Receives and reviews all CHD Incident Reports, checking for accuracy, completeness, and signatures, following up with issuer if needed. Upon administrator's review and signature Incident Reports are logged and filed, and if necessary, forwarded to the Inspector General's Office.Receives and reviews all CHD requests for travel authorization, checking for accuracy, completeness, and signatures, following up with traveler or supervisor if needed. Upon administrator's review and signature, a summary of the travel request is composed and sent together with the Authorization to Incur Travel Expense form and all supporting documents to Tallahassee for consideration.Supervises operation and staff of the Switchboard / Information DeskReviews and logs timesheets, submitting and ensuring accuracy.Receives Board of County Commissioners Meeting Agendas, reviews and determines who will attend, then follows up.Reviews, forwards, and tracks Board of County Commissioner Outstanding Assignments, for completion by due date.Reviews and approves P-Card charges for Administrator, Medical Director, and Fiscal purchases.Assists Medical Director as needed as time allows.Provides other support as workload permits: Provides other clerical and administrative support to the Assistant CHD Director, Administrative Services Director, Medical Director and other Division Directors, Managers, and Supervisors, as needed. Completes annual performance evaluations for all direct reports. Completes position descriptions every three years for all direct reports. Performs other related duties as assigned.Required Knowledge, Skills, and Abilities:Ability to prepare written materials.Ability to organize complex workloads and meet deadlines.Ability to effectively communicate with staff and the public.Ability to interact appropriately with others and maintain effective working relationships.Ability to adjust to changes in work environments and responsibilities.Ability to operate various office machines and equipment such as word processors, computers, typewriters, copiers, fax machines, etc.Basic knowledge of WORD and EXCEL software programs.Qualifications:Minimum – Applicant will possess at least five years of administrative assistant experience. The applicant will provide evidence of the ability to research, gather, and disseminate information, prepare written correspondence, interpret policy, and provide guidance and assistance to others as needed.Preferred – The preferred applicant will possess an associate's degree or higher and will have more than eight years of executive administrative assistant experience for a public health agency. The preferred applicant will demonstrate the ability to organize complex tasks, possess advanced administrative support skills, computer skills, and excellent customer service.Where You Will Work:William L. Little Health & Human Services Center 2200 Ringling Boulevard Sarasota, FL 34237The 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