Administrative Assistant

Requisition No: 826179 

Agency: Department of Health

Working Title: Administrative Assistant

Position Number: 64068192 

Salary:  $1,386.00 - $1,524.60 bi-weekly 

Posting Closing Date: 04/08/2024 

Thank you for your interest in career opportunities with the Florida Department of Health in Pinellas 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.

The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Pasco County in its mission to protect, promote and improve the health of all people in Florida through integrated state, county and community efforts and its efforts and its vision To be the Healthiest State in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.

Staff Assistant

Your Specific Responsibilities:

This position serves as a Staff Assistant to the Director of Clinical Health Services providing high-level administrative support in a confidential capacity. Acts as a liaison for the Division supporting the Medical Services, Dental Services, School-Based Health Clinics, and Health Care for the Homeless Programs. Duties of the position include:

• Communicates within the agency with management and their staff and outside the agency with governmental and private agencies and their staff. 
• Maintains schedule/calendar of the Clinical Health Services Director.
• Arranges and schedules meetings, trainings, and interviews as needed. Prepares agenda items and informs attendees and guests of meeting time and location. Prepares minutes of assigned meetings in a timely and accurate manner.
• Prepares and reviews letters, memos, reports, and other correspondence.
• Maintains procedures and forms for Division.
• Receives incoming mail for Division and distributes for action and resolution.
• Receives incoming calls for division and independently responds to inquiries and issues including client complaints, and promptly refers to qualified individuals for action and resolution.
• Updates division web pages, contact information, staff emergency contact information, position descriptions, and CAPs.
• Maintains an effective, up-to-date record retention/filing system.
• Prepares and places purchase requests and P-Card orders and processes invoices for payment.
• Prepares travel for supervisor and assigned staff including coordinating travel arrangements and preparing authorizations to travel and reimbursement requests.
• Serves as a contract manager for the Division with responsibility for preparing, negotiating, reviewing, routing, processing invoices, and monitoring assigned contracts.
• Maintains provider roster and coordinates provider credentialing for managed care contracts.
• Provides backup administrative support to the Director's Office as needed.
• Performs other related duties as assigned including emergency duty.

 
Required Knowledge, Skills, and Abilities:

• Ability to use independent judgment and decision-making.
• Ability to work independently and manage one's own time and the time of others. 
• Ability to use critical thinking.
• Knowledge of administration and management.
• Knowledge of customer service principles.
• Skill in the use of personal computers including Microsoft Word, Excel, PowerPoint, and Outlook.
• Ability to communicate effectively with internal and external customers both verbally and in writing.
• Ability to develop and maintain effective working relationships.
• Skill in computer software programs used to facilitate job duties.
• Ability to carry out assignments for Director.

Minimum Qualification:

• High School Diploma

Preferred Qualifications:

• Three or more years of experience working as an Administrative Assistant or equivalent role.
• Three or more years of customer service experience.
• Experience working in a medical clinic environment, including knowledge of medical terminology.
• Experience working with state systems including MFMP, WORKS, and/or STMS

 
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:
St. Petersburg Health Department: 205 Dr. Martin Luther King Jr. St N. St. Petersburg, FL 33701
 
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, 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. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check. 

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.

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.