OPS STAFF ASSISTANT - 64906017

State of Florida • Fort Lauderdale, FL

5d • Onsite

About The Position

The Staff Assistant is an OPS position working to support Overdose Prevention (OD2A-L) Program within the Division of Community Health at the Florida Department of Health in Broward County (DOH-Broward). This program is grant funded by the Center for Disease Control and Prevention's (CDC).

This position reports directly to the Overdose Prevention Program Manager and works closely with the Assistant Director of Community Health and other Program Managers within the Division. This position provides administrative support by conducting research, coordinating special projects, prioritizing and disseminating high-volume email messages, answering telephones, assisting with program management, performing administrative and clerical functions.

Additionally, this incumbent will assist in producing letters, memoranda, contracts, budget proposals pertinent to program operations which encompass state and county budgets and grants. Attends meetings and records and transcribes minutes. Compiles and categorizes information between program managers and division directors. Schedules meetings, trainings, conferences, travel arrangements and travel reimbursements for program managers and division directors. Receives visitors, arranges conference calls, assists with the preparation of publications and other written materials. Coordinates office services.

Assigned responsibility for maintaining information in accordance with state and federal statutes, rules, regulations, and Department of Health policy as it relates to Information Custodian, Delegation of Authority. Tracks and follows-up on assignments to assure that they are completed in a timely manner. Coordinates the initiation and data entry of purchase requisitions in My Florida Market Place; follows-up as may be needed or required.

Tracks personnel actions requests throughout the approval process. Utilizes Financial & Information Reporting System for data collection and reports. Responsible for the preparation of purchasing and the approval of purchasing including the assignment and responsibility of a Purchasing Card. Responsible for coding Employee Activity Record (EARS). Performs other related duties as required.

Requirements

• Knowledge of general office procedures and practices and ability to implement them.
• Knowledge of basic arithmetic, office procedures and practices.
• Knowledge of public agencies involved in health and human services and Community Based Organizations in Broward County.
• Knowledge of methods for protecting confidential data.
• Skills related to typing and computer skills, including knowledge of Excel, Microsoft Word and other Microsoft Office applications.
• Skills related to data collection, data analysis and developing written materials with actionable reccomendations.
• Ability to plan and organize work assignments and establish and maintain effective working relationships with others.
• Ability to communicate effectively and professionally with clients, co-workers, other professionals and group.
• Ability to take initiative to multi-task with accuracy.
• Good driving record with valid Florida driver’s license
• Willing to work before, during and/or beyond normal work hours, or days in the event of an emergency.
• Willing to physically come in the office to perform the duties & responsibilities of the positions.
• One (1) or more years of professional clerical or administrative support experience in a public health or healthcare setting.
• Experience utilizing Microsoft office applications.

Nice To Haves

• One (1) or more years of experience using State of Florida systems including MFMP, STMS, and HMS.

Responsibilities

• Conducting research
• Coordinating special projects
• Prioritizing and disseminating high-volume email messages
• Answering telephones
• Assisting with program management
• Performing administrative and clerical functions
• Producing letters, memoranda, contracts, budget proposals pertinent to program operations which encompass state and county budgets and grants
• Attending meetings and records and transcribes minutes
• Compiling and categorizing information between program managers and division directors
• Scheduling meetings, trainings, conferences, travel arrangements and travel reimbursements for program managers and division directors
• Receiving visitors
• Arranging conference calls
• Assisting with the preparation of publications and other written materials
• Coordinating office services
• Maintaining information in accordance with state and federal statutes, rules, regulations, and Department of Health policy as it relates to Information Custodian, Delegation of Authority
• Tracking and following-up on assignments to assure that they are completed in a timely manner
• Coordinating the initiation and data entry of purchase requisitions in My Florida Market Place; follows-up as may be needed or required
• Tracking personnel actions requests throughout the approval process
• Utilizing Financial & Information Reporting System for data collection and reports
• Responsible for the preparation of purchasing and the approval of purchasing including the assignment and responsibility of a Purchasing Card
• Responsible for coding Employee Activity Record (EARS)

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: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees