ADMINISTRATIVE ASSISTANT III - 64004351

State of Florida • Jacksonville Beach, FL

4d • $45,000 - $49,000 • Onsite

About The Position

This is intermediate level work. At this level, employees may perform a full range of assignments under direct supervision or perform a narrow range of assignments independently under general supervision. The incumbent performs duties that are well defined with established practices and clear-cut policies. The work requires applying a general knowledge of business practices to a variety of practical situations. The employee must use skill in applying instructions to accomplish different job functions or in operating machines for a variety of different purposes. Errors may cause inaccuracies in reports, records or technical data and may cause work delays to some aspect of the operation. However, errors are usually detected before the result becomes serious.
This position provides administrative support to the Director of Community Health Programs and the Community Health Programs staff. Duties and responsibilities include, but are not limited to the following:
Public Health Competency Domain 1: Analytical/Assessment Skills
Public Health Competency Domain 3: Communication Skills
Public Health Competency Domain 4: Cultural Competency Skills
Public Health Competency Domain 5: Community Dimension of Practice Skills
Prepares correspondence for Program Managers and the Director of Community Health Programs (CHP). Opens and reviews correspondence and replies to any routine items identified. Identifies priority items for the attention of the Community Health Programs Director. Routes copies of appropriate mail to subordinates as required. Maintains current information and files of the DOH-Duval and Community Health Programs Administration policies and program, and process routine matters within established guidelines. Arrange meetings and conferences including space, time and place, informing participants and providing them with appropriate background information. Record and distribute minutes of meetings as requested. Completes IT requests, purchase requisitions and work orders for the Division. Liaison for facility's needs, assists with federal forms, HMS, and EARS. Assures quality control in records management, perform customer satisfaction calls in all CHP programs, special projects coordination for all documents (i.e., audits and site visit reports, all Purchase Orders for the Division, and backup to all other Administrative Assistants of executive team).
Supports all CHP Program Managers (5 administrators and support supervisors). Support required for these programs include researching, compiling, reviewing and preparing reports to be submitted to state agencies, correspondence, data entry and client satisfaction surveys. Assists the Operations Manager by coordinating and scheduling interviews, copying and scanning Interview Packets, meeting candidates and ensuring all HR paperwork is completed accurately, and calling for reference checks.
Public Health Competency Domain 8: Systems Thinking Skills
Public Health Competency Domain 2: Policy Development/Program Planning Skills
Prepares the necessary travel and hotel arrangements and prepare vouchers for reimbursement for the Community Health Program Director and other staff (managers, supervisors, field staff). Attends in-service, seminars, workshops and other meetings related to the Maternal and Child Health Department. Performs travel in relation to above duties and for professional development. Ensures accurate and timely submission of Employee Activity Records, Employee Leave and Attendance Records and travel vouchers.
Information and Key Custodian.
Performs other related duties as required.

Requirements

• Excellent verbal and written skills and sound interpersonal skills
• Strong customer service skills
• Computer literacy skills, including the ability to use spreadsheets, databases and various software applications
• Demonstrates a high level of organizational proficiency and the ability to efficiently manage multiple concurrent tasks by effectively prioritizing responsibilities to meet stringent deadlines.
• The demonstrated ability to use initiative and be proactive
• Ability to work as an individual and/or in teams
• Knowledge of department's policies and procedures
• Ability to perform a range of routine administration functions
• High school diploma or equivalent.
• Three years of administrative or office support experience manage multiple tasks, prioritize responsibilities to meet deadlines, and take initiative to proactively support team operations
• Must have experience providing administrative support to a department leader or program director, including managing correspondence, coordinating schedules or meetings, preparing reports, and handling confidential or sensitive information.
• Must have experience providing excellent customer service or client support, such as responding to inquiries or conducting customer satisfaction calls.
• Must have experience using Microsoft Word, Excel, PowerPoint, and other office software to create documents, spreadsheets, or reports.
• Must have experience performing administrative or office support duties such as preparing correspondence, organizing files, scheduling meetings, coordinating projects, or assisting program staff.
• 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

• Experience with procurement, purchasing, and workflows.
• Experience processing Statements of Work (SOWs).
• Experience within government, public health, or community program environments.

Responsibilities

• Prepares correspondence for Program Managers and the Director of Community Health Programs (CHP).
• Opens and reviews correspondence and replies to any routine items identified.
• Identifies priority items for the attention of the Community Health Programs Director.
• Routes copies of appropriate mail to subordinates as required.
• Maintains current information and files of the DOH-Duval and Community Health Programs Administration policies and program, and process routine matters within established guidelines.
• Arrange meetings and conferences including space, time and place, informing participants and providing them with appropriate background information.
• Record and distribute minutes of meetings as requested.
• Completes IT requests, purchase requisitions and work orders for the Division.
• Liaison for facility's needs, assists with federal forms, HMS, and EARS.
• Assures quality control in records management, perform customer satisfaction calls in all CHP programs, special projects coordination for all documents (i.e., audits and site visit reports, all Purchase Orders for the Division, and backup to all other Administrative Assistants of executive team).
• Supports all CHP Program Managers (5 administrators and support supervisors).
• Support required for these programs include researching, compiling, reviewing and preparing reports to be submitted to state agencies, correspondence, data entry and client satisfaction surveys.
• Assists the Operations Manager by coordinating and scheduling interviews, copying and scanning Interview Packets, meeting candidates and ensuring all HR paperwork is completed accurately, and calling for reference checks.
• Prepares the necessary travel and hotel arrangements and prepare vouchers for reimbursement for the Community Health Program Director and other staff (managers, supervisors, field staff).
• Attends in-service, seminars, workshops and other meetings related to the Maternal and Child Health Department.
• Performs travel in relation to above duties and for professional development.
• Ensures accurate and timely submission of Employee Activity Records, Employee Leave and Attendance Records and travel vouchers.
• Information and Key Custodian.
• Performs 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
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED