ADMINISTRATIVE ASSISTANT III - SES - 64051940

State of Florida • West Palm Beach, FL

23h • Onsite

About The Position

This is an Administrative Assistant Ill - SES position responsible for providing high-level program support to the office of the Director, which includes completion of specialized projects, coordinates input from programs and administrative functions. Provides direct support to the Assistant County Health Department Director-HLTH, assisting with executive‑level tasks, priority initiatives, and organizational needs. Work is performed under the supervision of the County Health Department Director-HLTH. This position requires independent judgment initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions. Responsible for research data and independently submit research data to management. Order office supplies for the director's office. Adheres to established safety practices and procedures in the work area and complies with Florida Department of Health Palm Beach County Information Security Policies, Protocols and Procedures. Handles sensitive information with discretion and supports decision‑making processes at the executive level. This position is assigned Role Code (B) Requisition Manager & Timekeeper for the agency.

This position is designated as a sensitive position and is required to maintain confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information and Security Policy, Protocols and Procedures. Confidentiality Sets: Social Security Data, Human Resource Data, Administrative Data, Clinical Information. Has access to the Health Management System (HMS) to serve as the supervisor designee to certify Employee Activity Reports (EAR)/Daily Activity Report (DAR). This position has access to view confidential information.

Supports the Director and the Assistant County Health Department Director‑HLTH in the preparation of all job descriptions for direct reports as well as coordinating with direct reports for the submittal of annual evaluations. Maintains current information of established policies and instruct staff of changes or updates. Research, collects, coordinates and prepares information for various presentations and publications for use in the preparation of budgets, state and county contracts and grant information. Monitors and assembles employee records for all administrative services supervisors, assuring all pertinent information is properly entered, including performance appraisals, leave and attendance records and other materials relating to the appropriate Human Resource standards. Coordinates and maintains records regarding annual leave and vacations and ensures vacations are coordinated to assure proper work coverage. Approves all time sheets and EARS for the Director's and Assistant County Health Department Director-HLTH direct reports.

Performs special assignments, research and prepares reports for timely submission to the Florida Department of Health - Palm Beach County Health Department (CHD) Director and Assistant County Health Department Director-HLTH; provides guidance and assistance to further achieve the goals of the health department. Make independent decisions in the processing of routine correspondence, investigates subject matter and prepares appropriate responses; reviews, analyses and prepares draft of memorandum and correspondence for administrative decisions and policies. Independently enters data, maintaining fiscal configurations for Department of Health Director, Assistant County Health Department Director-HLTH and budget/grants management. Maintains and updates County and Department of Health - Palm Beach County policies and procedures manuals.

Serves as liaison with FDOH-CHD staff, media, DOH Headquarters, Board of County Commissioners, Legislative Delegates and other local, public and private sector agencies. Answers inquiries and communicates information to same, face-to-face, in writing, by telephone or electronic transfer.

Assist with providing administrative, academic and education resources - such as textbooks, PowerPoint presentations and brochures. Assist in the planning and scheduling of meetings with the CHD Director's, Assistant County Health Department Director-HLTH and other community entities.

Arrange conferences/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 Director and Assistant County Health Department Director-HLTH. Maintain a calendar for the Director. Attend meetings of a variety in connection with Palm Beach County Health Department projects and programs to obtain and/or furnish information in the absence of the Director and Assistant County Health Department Director-HLTH and take notes as needed.

Notifies appropriate staff for deployment, etc. Coordinate special travel, lodging arrangements and other related duties.

Answers, screens and routes telephone calls to appropriate areas. Greets, announces, and routes visitors. Sorts, reviews and distributes incoming mail and correspondence routing to appropriate program and maintains a tracking system for all assignments such as DOH Headquarters, local Legislative Delegation, local county and federal government and all other outside agency contacts.

Maintains a tracking system for the execution of all Contracts, Memorandum of Agreements, Purchase Requests and Grants. Prepare reports, presentations, personnel forms, travel forms and other documents. Maintains administrative budget and membership files as well as a filing system/library for videos, books, journals, etc.

Coordination, collection and presentation of data for use in preparing budgets. Preparation of the budget for the Program. Prepares, initiates and executes budget transfers and amendments. Works closely with the Level 4 Budget Specialist. As budget manager for the Program assists L4 managers in overall budget preparation. Prepares reports and maintains records of all fiscal data and makes recommendations on needs of the Program. Maintains documentation and backup for financial audits and monitoring reviews. Prepares agenda for the weekly Finance Team meeting, types and keeps notes on file in office, and posts the notes to the intranet website for review by the programs.

Reviews and audits FIRS and FIS reports for accuracy and to ascertain actual dollars are properly recorded. Reconcile any exceptions with the Finance & Accounting Office. Assist in identifying budget vs. actual variances. Analyze data to determine if the budget is over or under from the average year-to-date budget amount.

Reviews electronic travel requests to ensure all required backup documentation for the travel is attached before submitting to the Director and/or Tallahassee for approval.

Serves as intradepartmental staff liaison in the day-to-day operation. Review and/or authorize purchase orders for equipment items and expendable supplies as required. Authorizes routine repair orders for equipment. Keeps current status of capital purchase and equipment for administrative services. Manages inquiries from other program regarding administrative services policies and procedures.

Ensure coverage of Director's telephone at all times during business hours.

Perform other duties as assigned.

Requirements

• 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 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 other.
• 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.
• A Valid Driver’s License

Responsibilities

• Provides high-level program support to the office of the Director
• Completion of specialized projects
• Coordinates input from programs and administrative functions
• Provides direct support to the Assistant County Health Department Director-HLTH
• Assists with executive‑level tasks, priority initiatives, and organizational needs
• Responsible for research data and independently submit research data to management
• Order office supplies for the director's office
• Adheres to established safety practices and procedures in the work area and complies with Florida Department of Health Palm Beach County Information Security Policies, Protocols and Procedures
• Handles sensitive information with discretion and supports decision‑making processes at the executive level
• Supports the Director and the Assistant County Health Department Director‑HLTH in the preparation of all job descriptions for direct reports as well as coordinating with direct reports for the submittal of annual evaluations
• Maintains current information of established policies and instruct staff of changes or updates
• Research, collects, coordinates and prepares information for various presentations and publications for use in the preparation of budgets, state and county contracts and grant information
• Monitors and assembles employee records for all administrative services supervisors, assuring all pertinent information is properly entered, including performance appraisals, leave and attendance records and other materials relating to the appropriate Human Resource standards
• Coordinates and maintains records regarding annual leave and vacations and ensures vacations are coordinated to assure proper work coverage
• Approves all time sheets and EARS for the Director's and Assistant County Health Department Director-HLTH direct reports
• Performs special assignments, research and prepares reports for timely submission to the Florida Department of Health - Palm Beach County Health Department (CHD) Director and Assistant County Health Department Director-HLTH
• Provides guidance and assistance to further achieve the goals of the health department
• Make independent decisions in the processing of routine correspondence, investigates subject matter and prepares appropriate responses
• Reviews, analyses and prepares draft of memorandum and correspondence for administrative decisions and policies
• Independently enters data, maintaining fiscal configurations for Department of Health Director, Assistant County Health Department Director-HLTH and budget/grants management
• Maintains and updates County and Department of Health - Palm Beach County policies and procedures manuals
• Serves as liaison with FDOH-CHD staff, media, DOH Headquarters, Board of County Commissioners, Legislative Delegates and other local, public and private sector agencies
• Answers inquiries and communicates information to same, face-to-face, in writing, by telephone or electronic transfer
• Assist with providing administrative, academic and education resources - such as textbooks, PowerPoint presentations and brochures
• Assist in the planning and scheduling of meetings with the CHD Director's, Assistant County Health Department Director-HLTH and other community entities
• Arrange conferences/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 Director and Assistant County Health Department Director-HLTH
• Maintain a calendar for the Director
• Attend meetings of a variety in connection with Palm Beach County Health Department projects and programs to obtain and/or furnish information in the absence of the Director and Assistant County Health Department Director-HLTH and take notes as needed
• Notifies appropriate staff for deployment, etc
• Coordinate special travel, lodging arrangements and other related duties
• Answers, screens and routes telephone calls to appropriate areas
• Greets, announces, and routes visitors
• Sorts, reviews and distributes incoming mail and correspondence routing to appropriate program and maintains a tracking system for all assignments such as DOH Headquarters, local Legislative Delegation, local county and federal government and all other outside agency contacts
• Maintains a tracking system for the execution of all Contracts, Memorandum of Agreements, Purchase Requests and Grants
• Prepare reports, presentations, personnel forms, travel forms and other documents
• Maintains administrative budget and membership files as well as a filing system/library for videos, books, journals, etc
• Coordination, collection and presentation of data for use in preparing budgets
• Preparation of the budget for the Program
• Prepares, initiates and executes budget transfers and amendments
• Works closely with the Level 4 Budget Specialist
• As budget manager for the Program assists L4 managers in overall budget preparation
• Prepares reports and maintains records of all fiscal data and makes recommendations on needs of the Program
• Maintains documentation and backup for financial audits and monitoring reviews
• Prepares agenda for the weekly Finance Team meeting, types and keeps notes on file in office, and posts the notes to the intranet website for review by the programs
• Reviews and audits FIRS and FIS reports for accuracy and to ascertain actual dollars are properly recorded
• Reconcile any exceptions with the Finance & Accounting Office
• Assist in identifying budget vs. actual variances
• Analyze data to determine if the budget is over or under from the average year-to-date budget amount
• Reviews electronic travel requests to ensure all required backup documentation for the travel is attached before submitting to the Director and/or Tallahassee for approval
• Serves as intradepartmental staff liaison in the day-to-day operation
• Review and/or authorize purchase orders for equipment items and expendable supplies as required
• Authorizes routine repair orders for equipment
• Keeps current status of capital purchase and equipment for administrative services
• Manages inquiries from other program regarding administrative services policies and procedures
• Ensure coverage of Director's telephone at all times during business hours
• 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: Entry Level
• Education Level: No Education Listed