ADMINISTRATIVE ASSISTANT I - 64068611

State of Florida • OCOEE, FL

2d • Onsite

About The Position

This position is with the Department of Health in Orange Healthy Start Program. This is an administrative position that requires independent decision-making responsibility and provides support to the Healthy Start/Bellies, Babies, and Beyond Project Director and team members. This position is responsible for assisting with the operational duties of the program; gathers data and prepares written reports, provides guidance and assistance to further the achievement of the goals of the program, formulates projections and recommendations, and makes independent conclusions based on available data.
Performs daily administrative activities including typing, data entry, bookkeeping, filing, faxing, preparing reports and requisition of supplies and equipment. Operates and/or utilizes a variety of standard business and office machines and equipment including copiers, calculators, fax machines, scanners, computers and printers and other related equipment with accuracy. Prepares memos, agendas, minutes, reports, letters, forms, client information, job descriptions, evaluations, and other documentation. Updates and creates flyers/brochures. Proofreads material for correct spelling, punctuation, and grammar usage. Receives mail and distributes. Maintains current information and updates of operating procedures, policies, protocols, and FDOH Guidelines. Ensures all new policies, procedures and other appropriate information are distributed to supervisors and employees.
Provides information to the general public regarding the services rendered by the agency or the state, and general information concerning the location and services offered by other state agencies. Updates telephone voice mail messages and post signage as needed. Answers the telephone, screens individuals, and calls by securing information so that they may be given correct information or by direction and/or referral to appropriate source. Takes and relays messages and information. Refers calls appropriately, greets visitors, maintains order in the reception area, follows/adheres to office security protocols, and provides information and directions. Receives, sorts, and distributes incoming and outgoing mail. Provides appropriate referral information.
Manages and maintains inventory of all supplies, education materials, mall items, gift cards, and bus passes. Prepares and files statements, inventory reports, reconciliation reports, and logs. Direct and prepares all purchasing requisitions. Orders supplies, receives invoices and reconciles in the MFMP system. Creates and maintains Purchase Orders and encumbrances. Monitors and maintain expenditures control in identified budgets. Including ordering supplies and the reconciling and processing of expenditures in the MFMP System.
Assist in preparation and coordination of materials for meetings, trainings, and other activities of the program. Provide logistical meeting support (e.g., scheduling conference rooms, logistics including researching and reserving travel and hotel arrangements) as needed. Make and/or coordinate appointments/meetings on behalf of Program Manager and utilizes electronic calendar (i.e. outlook). Assists Program Manager in tracking and following up on identified action register items and to-do list items.
Coordinates and facilitates the logistics and completion of service/maintenance calls for equipment, facility work orders.
Performs related work as required.

Requirements

• Knowledge of general office procedures and practices
• Knowledge of correct grammar usage
• Knowledge of basic arithmetic
• Ability to plan, organize and coordinate work activities
• Ability to follow and implement office procedures and practices
• Knowledge of the procedures for securing, accumulating, processing, preserving, retrieving and controlling of documents and records
• Ability to review data for accuracy and completeness
• Knowledge of the techniques for effective communication and dealing with the public
• Ability to deal with the public and to handle calls in a fast, courteous and efficient manner
• Ability to establish and maintain effective working relationships with others
• Ability to prepare reports and correspondence
• Ability to read and record information
• Ability to plan, organize and coordinate work assignments
• Willingness to travel locally and work flexible hours, including weekends and evenings
• A current Florida Department of Health Employee
• Possess at minimum a high school diploma/GED with one year of verifiable public health/maternal child health experience
• A minimum of two years’ experience in purchasing through the State Of Florida Ariba Spend Management System/Florida Market Place
• A minimum one year of proficient computer experience with Microsoft Suite programs
• A minimum of one year experience in creating Childbirth and/or educational class schedules for the community
• One year of verifiable secretarial or clerical experience, customer service experience including communication by greeting visitors, confirming demographic information, answering questions, and public health services
• Willing to work before, during, and/or beyond normal work hours or days in the event of an emergency. This may include working in a special needs or Red Cross shelter, 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. Emergency duties may also include in-state and/or out-of-state deployment.
• This position is a full-time, in-office position. Are you willing to physically come in the office daily to perform the duties & responsibility of the position.
• This position requires current authorization to work in the United States without employer sponsorship. The Department of Health is unable to provide employment visa sponsorship.
• 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.

Responsibilities

• Assisting with the operational duties of the program
• Gathering data and preparing written reports
• Providing guidance and assistance to further the achievement of the goals of the program
• Formulating projections and recommendations
• Making independent conclusions based on available data
• Performing daily administrative activities including typing, data entry, bookkeeping, filing, faxing, preparing reports and requisition of supplies and equipment
• Operating and/or utilizing a variety of standard business and office machines and equipment including copiers, calculators, fax machines, scanners, computers and printers and other related equipment with accuracy
• Preparing memos, agendas, minutes, reports, letters, forms, client information, job descriptions, evaluations, and other documentation
• Updating and creating flyers/brochures
• Proofreading material for correct spelling, punctuation, and grammar usage
• Receiving mail and distributing
• Maintaining current information and updates of operating procedures, policies, protocols, and FDOH Guidelines
• Ensuring all new policies, procedures and other appropriate information are distributed to supervisors and employees
• Providing information to the general public regarding the services rendered by the agency or the state, and general information concerning the location and services offered by other state agencies
• Updating telephone voice mail messages and post signage as needed
• Answering the telephone, screening individuals, and calls by securing information so that they may be given correct information or by direction and/or referral to appropriate source
• Taking and relaying messages and information
• Referring calls appropriately, greeting visitors, maintaining order in the reception area, following/adhering to office security protocols, and providing information and directions
• Receiving, sorting, and distributing incoming and outgoing mail
• Providing appropriate referral information
• Managing and maintaining inventory of all supplies, education materials, mall items, gift cards, and bus passes
• Preparing and filing statements, inventory reports, reconciliation reports, and logs
• Directing and preparing all purchasing requisitions
• Ordering supplies, receiving invoices and reconciling in the MFMP system
• Creating and maintaining Purchase Orders and encumbrances
• Monitoring and maintaining expenditures control in identified budgets
• Assisting in preparation and coordination of materials for meetings, trainings, and other activities of the program
• Providing logistical meeting support (e.g., scheduling conference rooms, logistics including researching and reserving travel and hotel arrangements) as needed
• Making and/or coordinating appointments/meetings on behalf of Program Manager and utilizing electronic calendar (i.e. outlook)
• Assisting Program Manager in tracking and following up on identified action register items and to-do list items
• Coordinating and facilitating the logistics and completion of service/maintenance calls for equipment, facility work orders
• Performing related work as required

Benefits

• 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
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED