Administrative Assistant I - 64005811

Requisition No: 798036 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64005811

Position Number: 64005811 

Salary:  $34,320.00 

Posting Closing Date: 03/27/2023 

Open Competitive

Your Specific Responsibilities:

This position serves as Administrative Assistant I for the Florida Department of Health, Lafayette County and is directly supervised by the Business Manager II - SES.  Responsible for securing the designated information set for the purpose of protecting confidentiality, data integrity and appropriate access, for all information, both confidential and public record, which is stored in hard copy or electronic formats. This position has been delegated Information Custodian for the following secure areas:  Fiscal cabinet; Vital Statistics; Safe.  Delegated back-up Information Custodian for the following secured areas:  Business Managers files; Medical Records.

Processes all accounts payable daily for DOH-Lafayette; serves as back-up to DOH-Suwannee for accounts payable processing.  Prepares and processes all invoices received signed and mailed from CHD office.  Processes all accounts payable by using P-card, warrant request, MFMP or journal transfers.  Prepares bank deposits no less than weekly to include pulling vouchers for DOH-Volusia postings and direct codes journal transfers to DOH-Suwannee and Central Pharmacy; processes revenue code strips for submission along with clearing account check for weekly depositis to North Florida Consortium. Responsible for scanning deposit/fiscal information to Lafayette shared folders.  Maintains purchasing card daily.  Reconciles purchasing card report monthly by the 10th of the month.  Conducts unannounced change fund audits quarterly and uploads to SharePoint at end of each quarter.

Serves as Chief Deputy Registrar for Lafayette County in accordance with F.S. in issuing Birth and Death Certificates. Participates in Vital Statistics conference calls.  Responsible for maintaining information in accordance with state and federal status, rules, and regulations and DOH Policies, Protocols and Procedures.

Serves as Certified Contract Manager for DOH-Lafayette and DOH-Suwannee.  Maintains certification with NHSC and submits application for recertification every 2 years, or as required.  Serves as Public Information Officer for DOH-Lafayette; coordinates drafts, schedules articles, news releases, and all DOH communications to include internal and external products. Serves as Web Manager for DOH-Lafayette and back-up DOH-Suwannee, monitoring and updating both sites as needed. 

Serves as key custodian for DOH Lafayette vehicles, building and security code access.  Responsible to maintain key and security access logs for DOH Lafayette vehicles and building.  Liaison between the DOH Lafayette and county maintenance department informing them of any maintenance needed on vehicles or building.  Serves as IT Liaison between DOH Lafayette and Alachua IT.

Provides back-up at reception areas of clerical duties as  needed or assigned.  Performs other duties as required or assigned.

Required Knowledge, Skills, and Abilities:

Ability to work independently, plan, organize and coordinate work assignments, communicate effectively and to maintain effective working relationships with others. Knowledge of accounting practices, and methods of data collection.  Ability to prepare financial reports, implement accounting systems, prepare, and maintain a variety of accounting records and spreadsheets.

Qualifications:

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. All employees are expected to complete timesheets and EARs/DARs as required, both accurately and within the required timeframe. All employees are expected to complete mandatory trainings within the required timeframe, as deemed necessary by the Department, the Delegated Authority, grant requirements and/or Florida Statutes.

Experience balancing credit card payments; utilizing an electronic ordering system.

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:

Lafayette County Health Department

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.

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 (1-877-562-7287). 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.    

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.

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.