ADMINISTRATIVE ASSISTANT III - SES - 64086373

Date: May 14, 2024

Location:

KEY WEST, FL, US, 33040

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce_operations/human_resource_management/for_job_applicants/e_verify) .

Requisition No: 828809

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT III - SES - 64086373

Pay Plan: SES

Position Number: 64086373

Salary: $50,000 -$58,000

Posting Closing Date: 05/28/2024

Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)

Job posting category Open Competitive

Thank you for your interest in career opportunities with the Florida Department of Health in Monroe County. If you are looking to establish a successful career in Public Health, you have come to the right place. Many of our innovative and successful health programs are recognized throughout Florida. We hope you decide to join our team!

Applicants will be contacted directly if selected for an interview.

Your Specific Responsibilities:

This position is responsible for managing the Florida Department of Health in Monroe County facilities, property, and vehicles in all locations. This position coordinates the development and implementation of safety and security programs for the Florida Department of Health in Monroe County. This position also provides administrative support for the FDOH-Monroe County Administrator, and Director of Nursing.

ASSISTANT TO THE ADMINISTRATOR AND DIRECTOR OF NURSING

• Daily administrative support

• Prepare travel arrangements and prepare travel reimbursement forms.

• Handle correspondence, schedule meetings and monitor communication as requested.

• Act as liaison between the Administrator, the public, and the employees

• Initiates and monitors Administrator’s departmental budget.

• Assist clearing Works charges for travel and other purchases, including coding, attachments, resolving audit issues.

• Assist with HRSA 340b covered entity issues, renewals, updates, and registrations.

  Training, Education, and System

• Telephones/agent phone users– coordinates training of new agent phones for staff

• This role will assist as a backup to STMS.

• Backup Background and Drug Screening Coordinator: Livescan administrator responsible for credentialing providers and fingerprint volunteers, and potential new hires.

• Postage meter for mailings and replenishing funds.

• Back up for copier/printer service and maintenance with STC vendor

• Back up for PL, including background screenings and drug screenings

  FACILITIES SERVICES; SAFETY, SECURITY AND PRIVACY COORDINATION

• Oversight of maintenance needs, emergency repairs and prompt preparation of work orders through county system as needed.

• Oversight of any construction or renovation projects

• Determines space utilizations to assist with the development of overall plans for allocating facilities.

• Performs necessary accounting procedures including coding, approving invoices for supplies, fuel, contractual services, and other facilities-related obligations.

• Collects and analyzes data and information for budget planning, future acquisitions, and operations of facilities.

• Negotiates contracts, leases and rental agreements.

• Arranges for health and fire inspections of facilities.

• Ensures that safe conditions are maintained at all sites.

• Health and safety meetings are organized and held on a quarterly basis.

• Conducts prevention trainings and safety drills.

• Maintains keys to all facilities, vehicles, and property; ensure locks remain operational; advises employees accordingly.

• Assign keys to FDOH-Monroe County employees and maintain records of such assignment.

• Negotiates and oversees installation and operation of alarm systems in critical areas.

• Oversight of custodial services

  Additional duties as required.

  Required Knowledge, Skills, and Abilities:

• Computer proficiency

• Ability to use Microsoft Office applications, including Excel.

• Strong organizational ability and attention to detail

• Ability to work under minimal supervision, independently planning objectives and setting priorities.

• Ability to multi-task

• Ability to communicate effectively both verbally and in writing.

• Ability to establish and maintain effective working relationships.

• Experience handling highly sensitive and confidential information.

• Ability to understand and apply rules, regulations, policies, and procedures relating to operational and management analysis activities.

  Qualifications:

• Minimum Valid Florida’s Driver’s License or ability to obtain one within 6 months of hire.

• Preferred – Bachelor’s degree.

• Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.

• Incumbent may have access to records containing Social Security numbers in the performance of their job duties.

  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:

  Key West, FL

  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 www.myfrs.com );

• Flexible Spending Accounts;

• Tuition waivers;

• And more!

  For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com .

  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: http://www.sss.gov

  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.

  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.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

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 (1-866-663-4735). 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.

Nearest Major Market:Key West