ADMINISTRATIVE ASSISTANT I - 64041202 1

State of Florida • Bartow, FL

3d • $41,500 - $42,000 • Onsite

About The Position

The Administrative Assistant I is a skilled, independent administrative support position in the Polk/Hardee WIC Program at the Florida Department of Health in Polk County. The position reports directly to the Public Health Nutrition Program Director and supports the department’s mission to protect, promote, and improve the health of people in Florida. The role requires knowledge of accounting and budget practices, WIC systems and rules, and computer applications, and involves regular coordination with local WIC staff, the State WIC/Nutrition Program, and the Polk County Health Department Fiscal Department.

The incumbent prepares and reconciles WIC monthly operating and reimbursement reports, supports audits, processes formula invoices, prepares and manages division budgets, and tracks expenditures. The position also serves as the agency Voter Registration Coordinator and provides broad administrative, reporting, records, inventory, and clinic support. The incumbent may travel to WIC clinics or provide remote clerical coverage, assist with clinic services as needed, and perform interpreter duties consistent with language skills and program needs. The position is based in Bartow, Florida, and may require emergency work before, during, or beyond normal work hours or days. The incumbent may access records containing Social Security numbers and must maintain the confidentiality of assigned information.

Requirements

• Possess a valid Florida Driver’s License.
• Knowledge of WIC Program rules and regulations and the FL-WiSE data system.
• Knowledge of FIS and FIRS.
• Knowledge of Microsoft Office programs: Word, Excel, PowerPoint, Outlook, and Teams.
• Ability to establish and maintain effective working relationships, including with people from diverse ethnic backgrounds.
• Ability to manage time, prioritize projects, and plan, organize, and coordinate work assignments.
• Ability to meet deadlines.
• Ability to communicate effectively and prepare correspondence and administrative reports.
• Ability to prepare and maintain accounting records.
• Ability to learn and communicate effectively, orally and in writing, in English.
• Must be a current Florida Department of Health employee; this is an internal promotional opportunity.
• Must complete a security background check and/or drug screening and participate in direct deposit.
• Must maintain confidentiality when handling information, including records containing Social Security numbers.
• May be required to work before, during, or beyond normal work hours or days for emergencies.
• May be required to perform interpreter duties if bilingual or implement the Department’s Limited English Proficiency Plan.

Responsibilities

• Prepare the WIC monthly report of operations and reimbursement documentation, track staff time by service category, compile nutrition education summaries, verify supporting documentation, reconcile expenses with the fiscal office, separate fiscal-year expenses, prepare prior-year reports, and retain records for required periods.
• Prepare requested audit materials.
• Receive, track, and scan formula invoices for submission to the State WIC Division, complying with applicable prompt-payment requirements.
• Prepare WIC and Nutrition Division budgets and enter them in FIRS with input from the division director; manage Breastfeeding, General Nutrition, and Indirect budgets.
• Track budgets and spending by category, report variances to the Nutrition Director, suggest ways to resolve variances, and prepare budget transfer forms.
• Serve as agency Voter Registration Coordinator by ensuring correct forms are used, monitoring and tracking preference forms and completion rates by site, attending statewide training, and answering procedural questions from site supervisors.
• Provide assistance to the Nutrition Director; independently answer phone calls, record messages, solve problems, relay communications from Tallahassee, and interpret established policies to help resolve problems.
• Attend and participate in staff meetings, in-service training, and other staff development activities; complete mandatory training within required time frames.
• Comply with Department of Health and WIC security and confidentiality requirements.
• Complete administrative forms and reports, including EARs, timesheets, and travel documentation, according to department policies and deadlines.
• Monitor and compile monthly reports for all seven Polk/Hardee WIC sites, including EBT Cards, NEAR/Outreach, Xerox Log, Foster Child Report, and Civil Rights Compliance Report.
• Develop accounting and tracking procedures for local sites to document expenses and inventories, and assist in maintaining the master EBT card inventory.
• Update and distribute the WIC staff emergency contact list on an ongoing basis.
• Take accurate minutes at WIC Supervisor Staff Meetings and submit them to the WIC Director for review.
• Maintain significant understanding of the FL-WiSE data system and assist in clinics as needed with eligibility determinations, benefit issuance, and interactive secondary nutrition education.
• Travel to WIC clinics and provide clerical coverage when needed, or remotely when possible.
• Perform other required duties, including additional interpreter duties consistent with skill level and need, or implement the Department’s Limited English Proficiency Plan.
• Serve as Information Custodian for assigned WIC/Nutrition Division information sets and maintain confidentiality in accordance with applicable laws, regulations, and department security policies and procedures.
• Perform emergency duties as required, including work in special-needs or Red Cross shelters or other disaster-response duties.

Benefits

• Annual and sick leave
• Nine paid holidays and one personal holiday each year
• State Group Insurance coverage options, including health, life, dental, vision, and supplemental insurance
• Retirement plan options with employer contributions
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed