ADMINISTRATIVE ASSISTANT III - SES - 64054680

State of Florida • ORLANDO, FL

4d • $44,353 - $48,500 • Onsite

About The Position

The Administrative Assistant III supervises staff and oversees daily administrative and operational functions for the Orange County WIC Program. The position assigns and monitors work, trains and evaluates employees, establishes performance expectations, manages schedules and timesheets, ensures adequate coverage, and addresses staff performance and operational issues. It also evaluates workflows and recommends changes to improve efficiency, service quality, and customer service.

The role oversees administrative WIC services, including demographic data collection, income eligibility screening, FL WiSE documentation, temporary certifications, and ineligibility records. It guides staff who review immunization records, schedule appointments, explain program services and benefits, resolve escalated participant concerns, and coordinate referrals. The position also oversees nutrition-related procedures, including anthropometric measurements, equipment calibration and cleanliness, food benefit and special formula issuance, CLIA-waived hemoglobin testing, laboratory quality records, nutrition questionnaires, and nutrition and breastfeeding education documentation and delivery.

The incumbent prepares and maintains reports, workload statistics, correspondence, and operational records; analyzes trends and recommends operational improvements; and submits monthly, quarterly, and ad hoc reports. The role communicates policies and program requirements to staff, provides coaching and technical assistance, assists with budget monitoring and supply forecasting, and coordinates procurement and inventory. It also supports meetings, training, program activities, and administrative initiatives, represents program leadership as assigned, and participates in required professional and WIC training. Other related duties may be assigned.

This is a full-time, in-office position at 6101 Lake Ellenor Drive, Orlando, Florida. Applicants must be current Department of Health employees; external applicants are not accepted. The position may require emergency work outside normal hours or days, including shelter duties or 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.
• Ability and willingness to work before, during, and/or beyond normal work hours or days during emergencies, potentially including shelter duties or in-state or out-of-state deployment.
• Willingness 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.
• Knowledge of supervisory principles, organization, staff development, planning, communication, and decision-making.
• Ability to use Excel and Windows programs to manage schedules, coverage, and timesheets.
• Knowledge of administrative operations, workflow management, customer service, nutrition support procedures, anthropometric standards, and laboratory quality assurance.
• Ability to use FL WiSE and oversee accurate processing of related WIC documentation.
• Strong analytical, organizational, communication, problem-solving, and project-coordination skills.

Responsibilities

• Supervise, motivate, train, and evaluate employees; establish performance expectations, provide feedback, and address personnel matters.
• Assign and monitor work, maintain staff schedules and timesheets, and ensure adequate operational coverage.
• Oversee daily administrative operations, productivity, service quality, workflow, and customer service; resolve operational issues and recommend improvements.
• Ensure accurate demographic data collection, WIC income eligibility screening, FL WiSE screens, temporary certifications, and ineligibility documentation.
• Oversee staff activities involving immunization record review, appointment scheduling, participant information, escalated concerns, and referrals.
• Oversee nutrition-related tasks, including accurate height, length, and weight measurements; maintenance and calibration of equipment; and issuance of food benefits and special formulas.
• Oversee CLIA-waived hemoglobin testing, Hemocue analyzer calibration and daily controls, laboratory logs, and clean, organized work areas.
• Ensure accurate completion of nutrition questionnaires, Nutrition History and Breastfeeding screens, and second nutrition education contacts.
• Ensure nutrition and breastfeeding education follows approved themes, lesson plans, and applicable guidelines, with documentation completed in FL WiSE.
• Prepare and maintain reports, workload statistics, correspondence, and operational records; analyze trends and submit required reports.
• Interpret and communicate policies, procedures, and program requirements, and provide staff coaching and technical assistance.
• Assist with budget administration, expenditure monitoring, supply forecasting, procurement, and inventory management.
• Facilitate staff meetings, trainings, and program activities; prepare agendas, presentations, reports, and supporting materials.
• Monitor program performance and recommend improvements to quality assurance, customer satisfaction, and resource use.
• Represent program leadership during meetings and collaborative initiatives as assigned.
• Participate in required training, staff development, supervisory development, and federal and state WIC training.
• Perform other related duties as assigned.

Benefits

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

What This Job Offers

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