Administrative Assistant III - Ses - 64054680

State of Florida • Orlando, FL

2d • Onsite

About The Position

The Administrative Assistant III-SES supervises staff and oversees daily administrative and operational functions for the WIC Program in Orange County. Supervisory duties include planning and directing work; communicating with, motivating, training, and evaluating employees; establishing performance expectations; conducting performance discussions and reviews; maintaining schedules and coverage; and completing timesheets. The position has authority to take, or effectively recommend, personnel actions including hiring, promotion, discipline, and discharge.

The role oversees participant services and program administration, including demographic data collection, WIC income eligibility screening, FL WiSE documentation, temporary certifications, and ineligibility records. It ensures staff review immunization records, schedule appointments, explain program services and benefits, resolve escalated concerns, and make timely referrals. The position also oversees nutrition-related tasks, anthropometric measurements and equipment, food-benefit and special-formula issuance, CLIA-waived hemoglobin testing and related quality controls, nutrition documentation, and delivery of approved nutrition and breastfeeding education.

Additional duties include preparing and analyzing reports, workload statistics, correspondence, and operational records; interpreting policies and providing staff coaching; assisting with budget monitoring, procurement, and inventory; and coordinating meetings, trainings, and program activities. The incumbent monitors program performance, recommends operational improvements, supports leadership initiatives, represents program leadership as assigned, and participates in required supervisory, staff-development, and WIC training. The position is full-time and in-office in Orlando, Florida. Emergency duty may be required before, during, or beyond normal work hours or days, including possible in-state or out-of-state deployment.

Requirements

• WIC experience within the last three years.
• Experience training others.
• Professional work experience performing bookkeeping, accounting, and/or inventory management work.
• At least one year of professional customer service experience in a health or social service agency.
• Current valid Florida Driver’s License, or ability to obtain one within 30 days of hire.
• Willingness to work before, during, and/or beyond normal work hours or days in an emergency, including possible deployment in or outside Florida.
• Willingness and ability to work full-time in the office.
• Current authorization to work in the United States without employer sponsorship.
• Ability to learn and communicate effectively in English, orally and in writing.
• Comprehensive knowledge of supervisory principles and organizational practices, with communication, planning, decision-making, employee-development, and conflict-resolution skills.
• Ability to use Excel and Windows programs to manage schedules, coverage, and timesheets.
• Knowledge of administrative operations, workflow management, and customer service principles.
• Expertise using the FL WiSE system and processing temporary certifications and ineligibility documentation accurately.
• Knowledge of nutrition support procedures, anthropometric standards, and laboratory quality assurance.
• Strong analytical, administrative, communication, organizational, and project-coordination abilities, including the ability to analyze data, prepare reports and recommendations, coordinate inventory and procurement, and facilitate meetings and trainings.

Responsibilities

• Supervise staff by planning and directing work, communicating expectations, motivating and training employees, evaluating performance, and taking or recommending personnel actions.
• Develop performance expectations, meet with staff about performance, complete reviews, maintain vacation and work schedules, ensure coverage, and complete timesheets.
• Oversee daily administrative and operational work, assign tasks, monitor productivity and service quality, resolve operational issues, and improve workflow and customer service.
• Ensure accurate demographic data collection, WIC income eligibility screening, FL WiSE system entries, temporary certifications, and ineligibility documentation.
• Oversee staff review of immunization records, appointment scheduling, participant information about program services and benefits, escalated concerns, and referrals to internal and community resources.
• Oversee nutrition-related administrative activities, including height, length, and weight measurements; anthropometric equipment cleanliness and calibration; food benefits and special formulas; and distribution of required documents.
• Oversee CLIA-waived hemoglobin testing, Hemocue analyzer calibration and daily controls, laboratory logs, and clean, organized work areas.
• Ensure accurate nutrition questionnaires, Nutrition History and Breastfeeding screens, second nutrition education contacts, and documentation in FL WiSE.
• Ensure nutrition and breastfeeding education follows approved themes, lesson plans, and state and local guidelines.
• Develop, prepare, maintain, and submit reports, workload statistics, correspondence, and operational records; analyze trends and recommend improvements.
• Interpret administrative policies, procedures, and program requirements for staff and provide coaching and technical assistance on workflow, customer service, and compliance.
• Assist leadership with budget administration by monitoring expenditures, forecasting supply needs, and supporting fiscal accountability.
• Coordinate procurement and inventory of office supplies, educational materials, forms, pamphlets, and other WIC Program resources.
• Facilitate staff meetings, trainings, and program activities; prepare agendas, presentations, reports, and supporting materials.
• Assist leadership with administrative initiatives supporting division goals and objectives; monitor program performance and recommend improvements to quality assurance, customer satisfaction, and resource use.
• Represent program leadership at meetings and collaborative initiatives as assigned.
• Participate in required training, staff development, supervisory development programs, and federal and state WIC training.
• Perform other related duties as assigned.
• Perform emergency duties as required, potentially including work in a special-needs or Red Cross shelter and in-state or out-of-state deployment.

Benefits

• Annual and sick leave
• Nine paid holidays and one personal holiday each year
• State Group Insurance coverage options, including health, life, dental, vision, and supplemental insurance
• Retirement plan options with employer contributions
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

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