ADMINISTRATIVE ASSISTANT II - 64081276

State of Florida • Orlando, FL

5d • Onsite

About The Position

This position is with the Orange County Department of Health Central Operations. It is a specialized administrative support role that requires independent decision-making and provides essential support to Central Operations and its team members. Key responsibilities include assisting with the operational duties of the various programs supported by Central Operations.

Requirements

• At least one year of verifiable experience in a public health or healthcare setting where you were responsible for managing high volume of calls, providing information, and supporting internal & external customers.
• Six months of verifiable experience working with electronic systems to access, update, or manage client information.
• At least 1 year of verifiable experience with purchasing or procurement tasks, such as creating requisitions or reconciling invoices?
• Authorized to work in the United States without employer sponsorship.
• Willing to physically come into the office daily to perform the duties & responsibilities of the position.
• Incumbent has never been debarred, suspended, or excluded from any federal assistance programs.
• Emergency Duty.
• Knowledge of FDOH policies, HIPAA, documentation standards, call handling procedures, and available programs and services.
• Skill in using multi-line phone systems and electronic/manual systems for accurate data entry and documentation.
• Skill in professional, courteous verbal communication and active listening.
• Skill in organizing tasks, managing time, and meeting deadlines.
• Ability to serve as the first point of contact in a friendly and professional manner.
• Ability to manage calls efficiently, screen inquiries, and direct them appropriately.
• Ability to provide accurate information and make appropriate referrals.
• Ability to maintain confidentiality and follow security and call-handling protocols.
• Ability to prioritize tasks, work independently, and ensure accuracy.
• Ability to ensure prompt and effective communication with clients, staff, and partners.
• Demonstrates knowledge of travel coordination, purchasing procedures, invoice reconciliation, inventory control, and clinical scheduling.
• Possesses strong organizational, communication, and time management skills, with proficiency in office software and administrative systems.
• Able to coordinate travel, manage procurement tasks, reconcile invoices, schedule appointments, and maintain inventory with accuracy and efficiency.
• Capable of adapting quickly to shifting priorities and supporting multiple operational functions across locations.
• Skill in supporting outreach, administrative tasks, and cross-team collaboration.
• Knowledge of administrative and clerical procedures and systems.
• Ability to follow confidentiality and data security protocols.
• Ability to complete documentation accurately per guidelines.
• Ability to prioritize tasks and meet deadlines.
• Ability to work independently with minimal supervision.
• Ability to identify and correct documentation errors.
• Ability to assist with special projects and adapt to varying departmental needs.
• Ability to work cooperatively with multiple teams and meet project deadlines.
• All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• Bilingual English and Spanish preferred.

Responsibilities

• Answer RWHAP Hotline and manage voice mail: Respond to incoming calls and voice messages, providing information and support to clients via Provide, HMS and any additional applicable systems.
• Check SCC Clinic voice mail at least twice daily: Monitor and respond to voice messages left at the SCC Clinic to ensure timely communication.
• Assist with the monthly call list provided by Case Management: Contact clients as per the monthly list to provide updates, reminders, and support as needed.
• Complete SCC and Lab appointment reminder calls: Make reminder calls to clients about their upcoming SCC and lab appointments to ensure attendance.
• Consult daily with the SCC Case Management and Nursing Supervisor regarding client inquiries: Communicate with either supervisor to address and resolve client questions and concerns respective to each area as needed.
• Act as a backup for the Central Operations Call Center line: Provide support to the Central Operations Call Center by handling calls when needed.
• Prepare travel arrangements for Sunshine Care Center: Organize and coordinate travel plans for SCC staff and clients as needed.
• Assist with SCC purchasing tasks: Create procurement and encumbrances for supplies, services, and equipment for the Sunshine Care Center. Prepare all purchasing requisitions, order supplies, receive invoices, and reconcile them in the AOD system.
• Check and distribute SCC mail: Collect, sort, and distribute incoming mail for the SCC.
• Schedule SCC clinical appointments: Arrange and confirm clinical appointments for clients with SCC healthcare providers.
• Manage SCC inventory at Chancellor: Oversee the inventory of supplies and equipment at the Chancellor location to ensure availability.
• Serves as backup for Registration Intake Front Desk, subject to a short notice, especially when the first floor is short-staffed, this will be on an as-needed basis.
• Performs other job-related duties

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