ADMINISTRATIVE ASSISTANT II - 64049203

State of Florida

5d • Onsite

About The Position

This is a high-level position who works in the Director’s office assisting the County Health Department Administrator, Assistant County Health Department Administrator, and other senior managers as needed. Work involves the performance of administrative activities which involve independently planning administrative objectives and priorities. Work also involves independent formulation, analysis, and recommendation of changes in policies, rules, and regulations.

Requirements

• Knowledge of administrative principles and practices.
• Knowledge of computer software including Microsoft Office Suite (Word, Excel, PowerPoint, MS Outlook)
• Knowledge of office procedures and practices.
• Knowledge of the methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of travel logistics, expense reporting, document preparation, and records management.
• Ability to manage virtual meeting platforms (Zoom, Teams)
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, 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 staff, clients, and external partners.
• 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 meetings.

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

• Manage the day-to-day administrative activities for the County Health Department Administrator’s office, including but not limited to, preparing travel requests and reimbursements, creating memos, letters and presentations, managing several Outlook calendars, schedule meetings, maintaining monthly reports, approve time sheets, preparing agendas and taking minutes at meetings, etc.
• Monitor supplies and place orders through My Florida Market Place for office supplies for the Administrator’s office, Assistant Administrator’s Office and Personnel Liaison/ Workforce Development Office.
• Serve on the Vehicle Utilization committee and Safety Committee. Assist in coordinating both committees’ agenda and take minutes at meetings.
• Conducts annual inventory of pharmaceuticals at each clinic. Process all pharmacy packing slips and input data in Excel database and obtain pricing from Cardinal in preparation for the annual inventory.
• Provide updated DOH-Pasco contact information for County Health Systems as changes occur.
• Agency STMS Travel Champion
• Back up to the Account Manager for the Cell Phone Bill Verification System. Ensure cell phone inventory is up to date for all DOH-Pasco employees, monitor monthly bills ensuring timely submission and approval by supervisors, set up new users in the system and remove those who no longer work with DOH-Pasco.
• Assist with monitoring Outlook Email Distribution Lists (DLs) to ensure owners are keeping DL members up to date.
• Assist with updating the agency organizational chart.
• Assist with monitoring service awards report, notify staff due for an award, and place orders. Responsible for and maintains agency policy book with the most current approved policies and ensures the online versions are current and available to staff. Assists in formulating and recommending programs and policies for the department or program and interprets and recommends administering policies as needed.
• Assist in coordinating New Employee Orientation and ensuring coverage for phones. Assist with keeping Personnel files updated regarding professional licenses, driver’s licenses, and position descriptions. Provide resources and up to date forms and procedures to supervisors as it relates to hiring, separation, and discipline.
• Perform other related duties 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
• State of Florida Tuition Waiver Program
• Professional Development Training Opportunities

What This Job Offers

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