ADMINISTRATIVE ASSISTANT II - 64028987

State of Florida • West Palm Beach, FL

2d • Onsite

About The Position

This is an Administrative Assistant II position in the Environmental Public Health (EPH) Program Administration Section. Responsibilities of this position require a broad knowledge of departmental procedures and program activities and call for independent completion of highly specialized administrative responsibilities. May be required to collect fees for Environmental Program. Work is performed under the supervision of the Office Operations Manager II - SES. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions. This position is designated as a managerial position and is required to maintain confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security, Policy, Protocols and Procedures. This position is designated as the Information Custodian or Key Custodian for this office as per the DOHP-50-10 Information Security and Privacy Policy. Has access to Health Management System (HMS) for Daily Activity Report (DAR) entry only. Enters and updates information in the Environmental Health Database (EHD) including inspections, permits, customer, and billing information. May view, update, and release information as needed. Supports the EPH program Director and the Administrative Services Manager I with various administrative matters, schedules appointments, and completes special projects. Schedules and assists Director in planning staff meetings for the program. Coordinates daily office mailroom pickup and delivery as well as the opening and distributing of mail. Maintains EPH email distribution lists and disseminates program notifications and announcements. Maintains employee leave calendar. Prepares schedule for on-call rotation staff. Investigates office management issues and recommends appropriate responses. Reviews, analyzes, and prepares memoranda and correspondence for administrative decisions and policies. Responsible for facets of records management including, creating files, filing, retrieving, and maintaining files. Serves as Information Custodian, maintaining current information on program and FDOH policies and programs. Assists with Plan Review and Permit program administrative functions. Receives, reviews, and processes permit applications for construction, renovation, and operation of limited-use water facilities, commercial pools, lift stations, wells, water treatment, and wastewater facilities. Scans and enters permit information into appropriate systems, prepares permit application packages for review and approval, tracks open permits and projects, and maintains permit databases and related records. Assists with engineering application processing, quality control of permit packages, fee collection support, receipt preparation, document filing, scanning, inventorying, and preparation of closed files for retention or shredding. Responds to routine permitting inquiries, supports staff with records retrieval, and ensures documents are complete, organized, accurate, and available for timely program operations. Coordinates all personnel related activities for all employees within the program. Coordinates all performance appraisals, disciplinary actions, hiring and termination packages. Assists in the preparation of all job descriptions. Maintains current information of established policies and instructs staff of changes or updates. Acts as liaison in all personnel matters with the Personnel Liaison office. Sends reminder notifications as needed to supervisors informing of employee training needs or appraisal due dates. Responsible for making sure inventory of supplies, brochures and handouts is well maintained. Orders and maintains sufficient supplies, including specialized forms and pamphlets for the availability of staff and distribution for mailing out to the public. Works closely with Administrative Assistant in the procurement of supplies. Orders all of the supplies and equipment for the Arbovirus Program in My Florida Market Place and ISIS. Works closely with Environmental Consultant over that program to make sure supplies are replenished as needed. Responsible for maintaining records and repair schedules for a fleet of county vehicles. Notifies supervisors when vehicles are due for service. Prepares and submits odometer reports to General Services. Performs analyses of consumable expenses for agency-owned vehicles as well as for repair costs. Responsible to prepares travel authorization request in the Statewide Travel Management System (STMS) for the EPH staff. Participate in the standard activities; Outreach, Suggestions, and/or Teamwork. Perform other duties as assigned.

Requirements

• Proficient in the use of standard office machines and equipment including: computers, copiers, calculators etc.
• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of the methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Ability to collect, evaluate and analyze data relating to administrative functions such as personnel, purchasing or report writing.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Valid Driver’s License.
• Must be able to learn and communicate effectively, orally and in writing, in English.

Responsibilities

• Collect fees for Environmental Program.
• Maintain confidential information.
• Act as Information Custodian or Key Custodian.
• Enter and update information in the Environmental Health Database (EHD).
• Support the EPH program Director and Administrative Services Manager I with administrative matters.
• Schedule appointments and complete special projects.
• Schedule and assist Director in planning staff meetings.
• Coordinate daily office mailroom pickup and delivery.
• Maintain EPH email distribution lists and disseminate program notifications.
• Maintain employee leave calendar.
• Prepare schedule for on-call rotation staff.
• Investigate office management issues and recommend appropriate responses.
• Review, analyze, and prepare memoranda and correspondence.
• Manage records, including creating, filing, retrieving, and maintaining files.
• Serve as Information Custodian for program and FDOH policies and programs.
• Assist with Plan Review and Permit program administrative functions.
• Receive, review, and process permit applications.
• Scan and enter permit information into appropriate systems.
• Prepare permit application packages for review and approval.
• Track open permits and projects.
• Maintain permit databases and related records.
• Assist with engineering application processing.
• Perform quality control of permit packages.
• Provide fee collection support.
• Prepare receipts.
• File, scan, and inventory documents.
• Prepare closed files for retention or shredding.
• Respond to routine permitting inquiries.
• Support staff with records retrieval.
• Ensure documents are complete, organized, accurate, and available.
• Coordinate all personnel related activities for employees within the program.
• Coordinate performance appraisals, disciplinary actions, hiring and termination packages.
• Assist in the preparation of all job descriptions.
• Maintain current information of established policies and instruct staff of changes or updates.
• Act as liaison in all personnel matters with the Personnel Liaison office.
• Send reminder notifications to supervisors regarding employee training needs or appraisal due dates.
• Maintain inventory of supplies, brochures, and handouts.
• Order and maintain sufficient supplies, including specialized forms and pamphlets.
• Order supplies and equipment for the Arbovirus Program.
• Maintain records and repair schedules for a fleet of county vehicles.
• Notify supervisors when vehicles are due for service.
• Prepare and submit odometer reports.
• Perform analyses of consumable expenses for agency-owned vehicles and repair costs.
• Prepare travel authorization requests in the Statewide Travel Management System (STMS).
• Participate in standard activities: Outreach, Suggestions, and/or Teamwork.
• Perform other duties as assigned.

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: Mid Level
• Education Level: No Education Listed