ADMINISTRATIVE ASSISTANT III - SES - 64086373

State of Florida • Key West, FL

8d • Onsite

About The Position

The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Monroe County in its mission to protect, promote and improve the health of all people in Florida through integrated state, county and community efforts and its vision to be the Healthiest State in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.

Requirements

• Knowledge of personnel management, including recruitment processes, employee records management, and compliance with state and federal regulations.
• Familiarity with Florida Statutes, personnel rules and regulations, collective bargaining agreements, and DOH HRM guidelines.
• Strong knowledge of confidentiality policies, including proper handling of personnel records, leave and attendance data, and sensitive employee information.
• Knowledge of People First, AOD (Ariba on Demand), and other HR and procurement systems.
• Knowledge of purchasing and financial processes, including procurement, and invoice processing
• Understanding of workforce development strategies, performance evaluations, and training requirements.
• Knowledge of background screening, drug screening, and volunteer credentialing procedures.
• Strong supervisory and leadership skills with the ability to manage cross-functional teams and guide professional development.
• Effective communication and interpersonal skills, with the ability to coordinate across departments and assist employees with HR-related inquiries.
• High attention to detail in reviewing and processing HR documentation, compliance reports, and purchasing records.
• Organizational skills to manage multiple tasks, deadlines, and compliance reporting.
• Skilled in interpreting and applying personnel policies, labor agreements, and regulatory guidelines in collaboration with department leadership.
• Skilled in procurement processes, invoice tracking, and purchasing compliance.
• Ability to use Microsoft Office applications, including Excel
• Ability to maintain strict confidentiality and handle sensitive personnel information with integrity.
• Capability to analyze and implement personnel-related policies, supporting supervisors and employees in navigating administrative procedures.
• Competence in coordinating personnel programs, including internships, volunteers, and workforce development initiatives.
• Ability to streamline personnel processes to enhance departmental efficiency.
• Ability to liaise between employees, supervisors, and central personnel administration, ensuring effective communication and resolution of personnel matters.
• Adaptability to evolving regulations, policies, and workforce requirements, ensuring continuous improvement in personnel operations.
• Ability to foster a positive, professional, and inclusive workplace environment, promoting employee engagement and compliance with personnel standards.
• Ability to work under minimal supervision, independently planning objectives and setting priorities
• Valid Florida’s Driver’s License or ability to obtain one within 6 months of hire
• This position requires daily in-office or field work.
• 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 or Red Cross 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.
• Incumbent may have access to records containing Social Security numbers in the performance of their job duties.
• All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.

Responsibilities

• Provide daily administrative and operational support to the Administrator.
• Prepare travel arrangements and complete travel reimbursement forms.
• Handle correspondence, schedule meetings, and monitor communication as requested.
• Serve as a liaison between the Administrator, the public, and employees.
• Assist with monitoring the Administrator’s departmental budget.
• Assist with clearing Works charges for travel and purchases, including coding, attaching documentation, and resolving audit issues.
• Assist with HRSA 340B covered entity tasks, including renewals, updates, and registrations.
• Schedule and coordinate meetings including taking minutes for Program Manager meetings, All Staff Day, PMC meetings, and other assigned gatherings.
• Support Executive Leadership Team initiatives such as the Quarterly Newsletter and Employee of the Quarter program.
• Serve as a personnel liaison as outlined in the HRM handbook for regional CHDs.
• Provide support for the People First system and assist employees as needed.
• Guide new employees and supervisors through required training programs, including new employee orientation, basic supervisory training, information security, and Code of Ethics requirements.
• Distribute personnel-related updates such as payroll deadlines, benefits information, performance appraisal timelines, financial disclosure requirements, and insurance enrollment periods.
• Review classification packages for completeness and compliance.
• Manage recruitment processes by serving as the requisition manager for staffing in People First.
• Assist with employee benefits, payroll, leave and attendance, labor relations, and retirement inquiries.
• Participate in local workgroups and committees, including Workforce Development.
• Assist with credentialing and screening processes for staff and volunteers, including Livescan and drug testing coordination.
• Support volunteer services, including application intake, reference checks, and compliance reporting.
• Coordinate facility maintenance needs, emergency repairs, construction/renovation activities, and related work orders through the county system.
• Support preventative maintenance and housekeeping efforts by providing guidance to staff and contractors.
• Assist with space‑use planning and collect data to support budgeting, acquisitions, and facility operations.
• Handle facilities‑related accounting tasks, including coding and processing invoices, and assisting with contracts, leases, and rental agreements.
• Arrange required health and fire inspections and help ensure safe conditions across all sites.
• Manage facility key control, including maintaining records, ensuring lock functionality, and assigning keys to employees.
• Coordinate quarterly health and safety meetings, prevention trainings, and safety drills.
• Assist with coordinating installation and operation of alarm systems in designated areas.
• Coordinate training for staff using telephone/agent phone systems.
• Manage postage meter activities, including mailings and fund replenishment.
• Serve as backup for copier/printer service requests and maintenance coordination.
• Additional 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
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed