ADMINISTRATIVE ASSISTANT I - 64045509

State of Florida • HUDSON, FL

4d • Onsite

About The Position

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 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.

Requirements

• Knowledge of the principles and techniques of effective communication.
• Ability to collect, record, and analyze data relating to clinical and programmatic procedures.
• Ability to prepare reports.
• Ability to understand and apply applicable rules, regulation, policies, and procedures.
• Ability to plan, organize, and coordinate work assignments.
• Ability to communicate effectively.
• Ability to work independently.
• Ability to establish and maintain effective working relationships with others.
• Ability to utilize software programs including Microsoft Word, Excel, Outlook, PowerPoint, and Adobe Acrobat.
• Ability to learn new software programs and systems.
• Extensive experience with Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
• Strong background supporting executive-level management in high-level administrative roles.
• Skilled in planning daily workloads, meeting deadlines, and coordinating project needs to support organizational goals.
• Proficient in administrative and clerical functions, including preparing correspondence, welcoming visitors, arranging conference calls, and scheduling.
• Must be able to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• Associate degree.
• 3 - 5+ years of high-level administrative experience.
• Valid Florida Driver's License.
• Experienced in creating logs and spreadsheets, as well as working with electronic database systems

Responsibilities

• Serve as the Administrative Assistant to the Executive Community Nursing Director and the Health Center Administrator; duties will include but not be limited to; preparing correspondence, maintaining outlook calendar and appointment scheduling, maintaining files as needed, overseeing daily administrative activities, prioritizing work assignments, and ensuring all office operations are completed in a timely manner.
• Assist Nursing Leadership, Program Managers and Administrators with data collection and preparation of programmatic reports and deliverables for various programs, including Family Planning (Title X), Maternal Child Health (Title V) and Sterilization.
• Create and/or maintain spreadsheets and generate and monitor reports for Family Health Services division as needed or as requested. These reports will include daily/weekly/monthly clinic productivity reports and Title X required reports of Unknown Method, Unknown Income, Unknown Ethnicity, Unknown Provider and Unknown Race. Assist in keeping the Sterilization Log current. Will assist with the MCH Service/Activity Report. Will monitor data for the Healthy Babies report and LARC numbers. Will assist with data collection for Pasco’s Performance Management System “Active Strategy”.
• Maintain Title X training log to document staff attendance at mandated training/webinars.
• Work with the leadership team on special projects related to quality improvement, innovation, improving efficiencies, and space utilization.
• Assist with obtaining and preparing data and information for program presentations, power points, and implementing special project deliverables.
• Assist or create travel events for division staff.
• Assist Nursing Program Specialist with inventory and audit of Medication Room as needed. Participate in periodic medication counts at all sites when requested.
• Assist with planning, coordinating, room scheduling and set-up/tear down for staff meetings, in-services, webinars, and outreach events.
• Review, order, and collect educational materials for presentation to I & E Committee.
• Coordinate programmatic meetings, prepare agendas, send community invitations, and complete/disseminate minutes.
• Assist with program outreach and marketing/outreach campaigns as requested.
• Purchase supplies as requested.
• Assist with completion and obtaining signatures on various Internal Operating Procedures, STD Nurse Clinician Protocols, CLIA lab applications, Drug 54 Permit, 340B Certifications, American Proficiency Institute Lab Quality Assurance Program, Annual Review Neurological Injury Compensation Association (NICA), RN Protocols, Standing orders and Bi-Annual Review USCIS (United States Citizenship and Immigration Services) application.
• Manage the Family Health Services internal SharePoint site.
• Assist School Health Nurse and Staff with EARS entry – Assigned monthly data entry of school staff EARS and generation of report.
• Serve as HMS SIG group appointed member.
• Serve as Travel Champion – appointed STMS (Statewide Travel Management System) champion to assist other travel champions and staff with STMS Travel questions-guidance.
• Serve as Safe Custodian – back up support for Clerical Clinic Supervisor.
• Serve as the primary contact for Pasco’s HIE (Health Information Exchange) Protenus Monitoring system.
• Handle Medical Record requests for: Diligent Search, Social Security Administration.
• Generate Monthly phone reports: Avaya Calls and Abandoned reports and Clerks Expectations log.
• Perform other related duties as assigned which include, but are not limited to, Emergency Shelter Duty; attend and participate in monthly staff meetings, conference calls and assigned workgroups or committees; Enter EARS into HMS within the appropriate time period; Submit timesheets to supervisor on time; Read and respond to email daily.

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
• State of Florida Tuition Waiver Program
• Professional Development Training Opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree