OPS ADMINISTRATIVE ASSISTANT II - 64800998

State of Florida • Tallahassee, FL

8d • $17 - $17 • Onsite

About The Position

This is a part-time OPS Administrative Assistant II position is located in Tallahassee, Florida. The Administrative Assistant II position reports to the Public Health Services Manager F-SES. This is a highly responsible professional position within the Division of Children's Medical Services, Bureau of Child Protection and Special Technologies, Child Protection Unit.

Requirements

• Knowledge of administrative principles and practices;
• Strong grammar and proof reading skills are essential for this position;
• Knowledge of office procedures and practices;
• Knowledge of principles and techniques of effective communication;
• Attention to detail; Ability to effectively manage time;
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, purchasing or report writing;
• Ability to prepare correspondence and administrative reports;
• Ability to prioritize and assignments work independently;
• Ability to plan, organize, coordinate work assignments and coordinate multi-level meetings;
• Ability to process and approve payments on a finical database;
• Able to monitor legislative bills;
• Ability to make travel arrangements and process travel reimbursements;
• Proficient computer skills to include MS Word, Outlook, Excel and PowerPoint.
• Ability to access, collect, analyze information from data systems and other programs.
• Skills in maintaining effective relationships with other staff, providers, consumers, and agencies.
• Ability to maintain strict confidentiality.
• High School Diploma.
• One (1) year Administrative Office or Clerical Experience.
• 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

• One (1) year Human Resource Experience.
• Two (2) years of Experience working with Microsoft Office Suite.

Responsibilities

• Draft letters and other correspondence.
• Create spreadsheets, documents, forms, and reports.
• Monitor, track, and manage routing of various documents and assignments.
• Review data and provide reports and updates as needed.
• Copy, file, scan, and maintain office documentation and maintain office equipment
• Provide technical assistance to staff within the Bureau of Child Protection and Special Technologies and contracted providers.
• Answer phone calls. Distribute incoming and outgoing mail.
• Assist in arranging, scheduling, and coordinating meetings.
• Attend meetings, trainings, workshops, conferences, or seminars related to assigned areas of responsibility as recommended.
• Prepare agendas and meeting minutes.
• Prepare and process purchase requisitions.
• Purchase office supplies and program materials.
• Assist with contract action development and preparation including document proofreading, Establishing and tracking documentation routing, reviewing documentation for completion, and scanning and filing documentation into contract file folders.
• Track invoices received and processed in internal tracking logs and Florida Accountability Contract Tracking System (FACTS).
• Assist with conducting quality assurance contract file and monitoring reviews.
• Responsible for daily administrative duties.
• Assist with processing contract provider applications and staffing change requests.
• Ensure required contract providers are properly background and drug screened in accordance with department policy.
• Schedule Level II Background and Drug Screening appointments.
• Create FLHealthHR Desk tickets in the DOH data system to onboard contract providers.
• Collaborate with the Special Technology Unit to permit system access for screened and approved contract providers.
• Monitor contract providers Level II Background Screening dates monthly to ensure that the five-year department policy requirement is met.
• Review and maintain contract provider applications and credentials to ensure compliance with Florida law.
• Create and provide monthly provider eligibility and Florida Certification Board reports as requested.
• Make travel arrangements and process travel for staff.
• Ensure receipts related to purchase card purchases for travel are collected, scanned, processed, and approved within required deadlines.
• Maintain and monitor travel and fiscal internal operating procedures to ensure compliance with departmental policies and procedures.
• Assist in processing, monitoring, and tracking public record requests.
• Serve as a back-up to Administrative Assistant III position.
• Assist with staff recognition, Division and Bureau activities, and performs other special projects as requested.
• Performs other related job duties as needed.

Benefits

• State of Florida 401(a) FICA Alternative Plan (mandatory)
• Participation in state group insurance (upon meeting eligibility requirements. Consult with People First and/or the serving HR office)
• Workers’ Compensation (mandatory, if needed)
• Reemployment Assistance (Unemployment Compensation) (mandatory, if needed)
• Deferred Compensation (voluntary)
• Employee Assistance Program (voluntary)

What This Job Offers

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