ADMINISTRATIVE ASSISTANT II - 64028960

State of Florida • West Palm Beach, FL

1d • Onsite

About The Position

This is an Administrative Assistant II position in Program of Epidemiology and Communicable Diseases, TB, HIV/AIDS, and STD. Providing administrative support for program areas related to STD, HIV, TB, EPI. Work is performed under the supervision of the Operations & Program Manager. 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 required to research data, develop statistical background, interpret fiscal reports and independently submit research data to management. Performs special assignments, research and prepares reports provides guidance and assistance to further achieve the goals of the Department. Uphold the rules of strict confidentiality and obey confidentiality orders from other government agencies in charge in certain situations, such as the FBI. Supports the Health Department and works with others in an effort to accomplish the goals of the department. Makes a reasonable effort to adhere to established safety procedures and practices in the work area and complies with information security policies and procedures. Independently complete assignments of highly specialized administrative responsibilities across all fiscal, Contract management responsibilities, and general knowledge of administrative concepts, and personnel programs. Responsible for the completion of specialized projects on time, coordinates input from programs and administrative functions.

This position is designated as a sensitive position and is required to maintain confidential information in accordance with Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols and Procedures. Confidential access: Has access to Epidemiology Data Sets and Health Management System (HMS) to view demographics, financial, immunizations and clinical data for the purpose of locating and up-dating information for cases of communicable diseases/conditions reported to and investigated by the Epidemiology program. This position may view, up-date or release confidential information, including information from HMS, to other health care providers involved in the care of the patient.

Arranges conference/meetings with public and private agencies. Structures office routine to accommodate a highly flexible, demanding, busy and varied work environment. Prepare travel and travel reimbursements for the Public Health Services Manager F-SES. Maintain a complex and busy calendar for the Operations & Program Manager. Attends meetings of a variety in connection with FDOH-Palm Beach County projects and programs to obtain and/or furnish information in the absence of the Assistant Director and take notes as needed.

Mains travel policies and procedures. Provides training and technical assistance to all programs in the preparation of Authorization to Incur Travel form, and reviews submitted travel requests to ensure that all required backup documentation for the travel is attached before submitting to the Director and/or Tallahassee for approval. Develops training system for agency travel requests and correspondence both locally and statewide, IRRs, contracts, grants.

Provides staff support for surveillance and disease control in Epidemiology and Disease Control, including surveillance/Epidemiology for bioterrorism and all hazards preparedness. Inputs communicable disease case information into Merlin, the Statewide web-based disease reporting system. Inputs food illness complaints and other disease data into the appropriate database. Maintains a log of the communicable disease reports, hospital records and lab results received by the Program through fax and distributes reports to appropriate staff. Maintains the hard copy files of communicable disease reports, lab results and other records. Provides phone coverage for the program which includes routing calls to appropriate staff, transferring calls and making referrals to other programs within the Health Department as well as community agencies. Preparing letters, meeting notices and minutes; ordering supplies, maintaining disease report files duplicating and distributing materials.

Responsible for the day-to-day management, function and use of the upgraded CHD Physician Database located in Epidemiology which includes the periodic download of essential data updates from FLDOH. Performs and assists select staff, within Epidemiology and other Programs, in running queries to produce lists of selected physicians and other entities for fax, telephonic, e-mail or mail notification. Coordinates with providers, hospitals, Long-term care facilities and other community agencies to ensure timely and accurate delivery of "mass faxes" for information/alert delivery notifications. Uses the Communicator system for mass faxing and maintains and up-dates files needed for this system.

Provides clerical assistance to but not limited to surveillance, epidemiology and disease control team include:

Assembling materials needed for providing feedback and relevant information to reporting sources, i.e., physicians, infections control practitioners, hospitals and long-term care facilities and other community partners.
Acquiring information and fact sheets from CDC and State Health Office related to communicable reportable diseases and all hazards preparedness.
Providing relevant public health information such as reports and surveys to key partners, physicians and hospitals in the community by using physician and other databases to fax/email information.
Assembling supplies and information needed for Strike Team members.

Serves as intradepartmental staff liaison in the day-to-day operations. Structures office routine to accommodate a highly flexible, demanding and varied work situation. Authorizes purchase order for equipment items and expendable supplies as required. Authorizes routine repair orders for equipment. Keeps current the status of capital purchases and equipment for administrative services. Manages inquiries from other Programs regarding administrative services policies and procedures. Maintains current information of established policies and instruct staff of changes or updates. Acts as the liaison to all personnel matter with the Personnel Liaison Office. Researches, collects, coordinates and prepares information for various presentations and publications and for use in the preparation of budget, state and county contracts and grant information.

Monitors and assembles program employee records for all administrative service supervisors, assuring all pertinent information is properly entered, including performance appraisals, leave and attendance records and other materials relating to the appropriate Personnel Liaison Office standards. Coordinates and maintains records regarding accrual leave, vacations and ensure vacation is coordinated to ensure proper work coverage.

Serves as back up to the Administrative Assistant III during absence, including but not limited to, special projects, repair on copier, and all other duties as needed. Assists the Program Director and AA III with various organizational matters, schedules appointments, prepares routine correspondence and completes special projects as needed.

Participates in the evaluation of the work efforts, including but not limited to efficiency and effectiveness to improve operations. Assigned to the Incident Management Team (IMT), when activated, to provide administrative support for the EPI Branch. Serves as a member of the EPI Strike Team, complete all required trainings and participating in drills and other activities.

Creates and/or approves requisitions through My Florida Market Place (MFMP) for the procurement of commodities or services.

Performs other duties as assigned.

Requirements

• Ability to communicate effectively in person and over the telephone
• Ability to use personal computer applications such as Word, Excel, Access, PowerPoint
• Ability to accurately input information into varied databases
• Ability to manage databases and files
• 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 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 establish and maintain effective working relationships with others.
• Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency.
• Emergency duty required of the incumbent includes working in special needs shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.
• Valid Driver’s License.
• Ability to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• Experience with My Florida Market Place (MFMP)

Responsibilities

• Providing administrative support for program areas related to STD, HIV, TB, EPI.
• Researching data, developing statistical background, interpreting fiscal reports and independently submitting research data to management.
• Performing special assignments, research and preparing reports.
• Providing guidance and assistance to further achieve the goals of the Department.
• Upholding the rules of strict confidentiality and obeying confidentiality orders from other government agencies.
• Supporting the Health Department and working with others in an effort to accomplish the goals of the department.
• Making a reasonable effort to adhere to established safety procedures and practices in the work area and complying with information security policies and procedures.
• Independently completing assignments of highly specialized administrative responsibilities across all fiscal, Contract management responsibilities, and general knowledge of administrative concepts, and personnel programs.
• Responsible for the completion of specialized projects on time, coordinating input from programs and administrative functions.
• Maintaining confidential information in accordance with Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols and Procedures.
• Accessing Epidemiology Data Sets and Health Management System (HMS) to view demographics, financial, immunizations and clinical data for the purpose of locating and up-dating information for cases of communicable diseases/conditions reported to and investigated by the Epidemiology program.
• Viewing, up-dating or releasing confidential information, including information from HMS, to other health care providers involved in the care of the patient.
• Arranging conferences/meetings with public and private agencies.
• Structuring office routine to accommodate a highly flexible, demanding, busy and varied work environment.
• Preparing travel and travel reimbursements for the Public Health Services Manager F-SES.
• Maintaining a complex and busy calendar for the Operations & Program Manager.
• Attending meetings of a variety in connection with FDOH-Palm Beach County projects and programs to obtain and/or furnish information in the absence of the Assistant Director and taking notes as needed.
• Maintaining travel policies and procedures.
• Providing training and technical assistance to all programs in the preparation of Authorization to Incur Travel form, and reviewing submitted travel requests to ensure that all required backup documentation for the travel is attached before submitting to the Director and/or Tallahassee for approval.
• Developing training system for agency travel requests and correspondence both locally and statewide, IRRs, contracts, grants.
• Providing staff support for surveillance and disease control in Epidemiology and Disease Control, including surveillance/Epidemiology for bioterrorism and all hazards preparedness.
• Inputting communicable disease case information into Merlin, the Statewide web-based disease reporting system.
• Inputting food illness complaints and other disease data into the appropriate database.
• Maintaining a log of the communicable disease reports, hospital records and lab results received by the Program through fax and distributing reports to appropriate staff.
• Maintaining the hard copy files of communicable disease reports, lab results and other records.
• Providing phone coverage for the program which includes routing calls to appropriate staff, transferring calls and making referrals to other programs within the Health Department as well as community agencies.
• Preparing letters, meeting notices and minutes; ordering supplies, maintaining disease report files duplicating and distributing materials.
• Responsible for the day-to-day management, function and use of the upgraded CHD Physician Database located in Epidemiology which includes the periodic download of essential data updates from FLDOH.
• Performing and assisting select staff, within Epidemiology and other Programs, in running queries to produce lists of selected physicians and other entities for fax, telephonic, e-mail or mail notification.
• Coordinating with providers, hospitals, Long-term care facilities and other community agencies to ensure timely and accurate delivery of "mass faxes" for information/alert delivery notifications.
• Using the Communicator system for mass faxing and maintaining and up-dating files needed for this system.
• Providing clerical assistance to surveillance, epidemiology and disease control team.
• Assembling materials needed for providing feedback and relevant information to reporting sources, i.e., physicians, infections control practitioners, hospitals and long-term care facilities and other community partners.
• Acquiring information and fact sheets from CDC and State Health Office related to communicable reportable diseases and all hazards preparedness.
• Providing relevant public health information such as reports and surveys to key partners, physicians and hospitals in the community by using physician and other databases to fax/email information.
• Assembling supplies and information needed for Strike Team members.
• Serving as intradepartmental staff liaison in the day-to-day operations.
• Authorizing purchase order for equipment items and expendable supplies as required.
• Authorizing routine repair orders for equipment.
• Keeping current the status of capital purchases and equipment for administrative services.
• Managing inquiries from other Programs regarding administrative services policies and procedures.
• Maintaining current information of established policies and instructing staff of changes or updates.
• Acting as the liaison to all personnel matter with the Personnel Liaison Office.
• Researching, collecting, coordinating and preparing information for various presentations and publications and for use in the preparation of budget, state and county contracts and grant information.
• Monitoring and assembling program employee records for all administrative service supervisors, assuring all pertinent information is properly entered, including performance appraisals, leave and attendance records and other materials relating to the appropriate Personnel Liaison Office standards.
• Coordinating and maintaining records regarding accrual leave, vacations and ensuring vacation is coordinated to ensure proper work coverage.
• Serving as back up to the Administrative Assistant III during absence, including but not limited to, special projects, repair on copier, and all other duties as needed.
• Assisting the Program Director and AA III with various organizational matters, scheduling appointments, preparing routine correspondence and completing special projects as needed.
• Participating in the evaluation of the work efforts, including but not limited to efficiency and effectiveness to improve operations.
• Being assigned to the Incident Management Team (IMT), when activated, to provide administrative support for the EPI Branch.
• Serving as a member of the EPI Strike Team, completing all required trainings and participating in drills and other activities.
• Creating and/or approving requisitions through My Florida Market Place (MFMP) for the procurement of commodities or services.
• Performing 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