STAFF ASSISTANT - 64030947

State of Florida

10d • Onsite

About The Position

This position reports to the Operations Manager C of the Maternal & Child Health (MCH) Section in the Bureau of Family Health Services and Division of Community Health Promotion and provides direct staff support to professional staff within the unit as assigned, duties include, but are not limited to, the following:   Performs administrative functions including: scheduling meetings, developing meeting agendas and minutes, preparing correspondence, compiling information into logical formats (reports, memos, PowerPoint presentations, spreadsheets etc.), developing and maintaining records, and other related materials for the MCH Section, proofreads and edits written materials for appropriate sentence structure, flow and grammar; formats written reports and processes for routing to supervisor(s) for approval. Makes copies of correspondence, routes correspondence per procedure, maintains files and other documents. Serves as the lead receptionist for the MCH Section. Participates in staff meetings and other bureau and division development activities. Processes incoming and outgoing mail and distributes appropriately; ensures MCH shared office equipment (fax machine, printer, copier, etc.) is operational and supplied with needed materials. Responsible for maintaining the Section’s leave calendar and distributing the daily MCH Daily Leave Report.   Serves as the coordinator of the support staff team within the MCH Section. Trains other support staff as needed and rotates the backup support function with other support staff. Maintains the MCH Section’s Emergency Call Down list; MCH’s employee list and work numbers; and distribution lists. The coordinator is responsible for ensuring adequate daily support staff coverage; scheduling monthly support staff meetings; ensuring approved standardized processes and procedures are documented and implemented; arranging Section functions; is the point person for ordering monthly supplies; coordinates the removal or moving of office furniture; participates in agency wide functions as requested and acts as the safety person for the MCH Section.   Serves as the Human Resource (HR) liaison for the Section maintaining confidentiality of all HR related activities including, but not limited to: working with the bureau and division HR liaisons to resolve personnel questions/issues as they arise; creating and processing classification actions, establishing and implementing a new MCH employee orientation process and coordinating the new employee’s technology and office space needs; maintaining personnel files in compliance with established policies and procedures and assists unit supervisors by arranging interviews for vacancies.   Performs purchasing backup duties for the MCH Section, including monitoring, processing, approving, purchasing and payment of direct orders (DO’s) and commodity P-card purchases requiring use of MyFloridaMarketPlace (MFMP) and WORKS and ensuring compliance with established procedures. Collaborates with staff from various programs to assist with projects and assignments as they relate to processing purchase orders.   Assists with travel arrangements for MCH Section staff and processes travel authorizations and reimbursement vouchers within required timeframes. Develops, maintains, and updates directory of frequently used hotels, point of contacts, pricing, and other pertinent information. Maintains office records and files for travel vouchers and reimbursements.   Performs other related duties and responsibilities as required.

Requirements

• Knowledge of general office duties and public health care delivery systems; problem solving techniques; correct spelling, grammar, and punctuation; and general Department of Health human resource regulations and policies
• Skill in the use of standard software programs, including Microsoft Office & Adobe; establishing and maintaining effective interpersonal relationships; setting priorities; taking meeting minutes
• Ability to set positive example for others and be a leader within an office setting; understand and apply applicable rules, regulations, policies, and procedures; think critically; collect, compile and organize information and data into logical format for presentations, reports, documents and other written and audiovisual materials; develop reports, manuals, policies and procedures; review information and data for accuracy and completeness; identify improvements and adjustments needed to ensure work efficiency and effectiveness; analyze processes, identify problems and potential solutions, implement corrective actions and evaluate the results; present negative findings in an effective manner; conduct basic research;  plan, organize, prioritize and coordinate work assignments to ensure timely completion of quality, accurate work products; communicate effectively, verbally and in writing; and work effectively as part of a group or independently
• Purchasing Card - Assigned Purchasing Card responsibilities
• Computer experience, particularly with Microsoft Office (Word and Excel)
• Knowledge of office professionalism and practices

Nice To Haves

• Two years of secretarial and/or clerical experience preferred.

Responsibilities

• Scheduling meetings
• Developing meeting agendas and minutes
• Preparing correspondence
• Compiling information into logical formats (reports, memos, PowerPoint presentations, spreadsheets etc.)
• Developing and maintaining records, and other related materials for the MCH Section
• Proofreading and editing written materials
• Formatting written reports and processes for routing to supervisor(s) for approval
• Making copies of correspondence, routes correspondence per procedure, maintains files and other documents
• Serving as the lead receptionist for the MCH Section
• Participating in staff meetings and other bureau and division development activities
• Processing incoming and outgoing mail and distributes appropriately
• Ensuring MCH shared office equipment (fax machine, printer, copier, etc.) is operational and supplied with needed materials
• Maintaining the Section’s leave calendar and distributing the daily MCH Daily Leave Report
• Serving as the coordinator of the support staff team within the MCH Section
• Training other support staff as needed and rotates the backup support function with other support staff
• Maintaining the MCH Section’s Emergency Call Down list; MCH’s employee list and work numbers; and distribution lists
• Ensuring adequate daily support staff coverage
• Scheduling monthly support staff meetings
• Ensuring approved standardized processes and procedures are documented and implemented
• Arranging Section functions
• Ordering monthly supplies
• Coordinating the removal or moving of office furniture
• Participating in agency wide functions as requested and acts as the safety person for the MCH Section
• Serving as the Human Resource (HR) liaison for the Section maintaining confidentiality of all HR related activities
• Working with the bureau and division HR liaisons to resolve personnel questions/issues as they arise
• Creating and processing classification actions
• Establishing and implementing a new MCH employee orientation process and coordinating the new employee’s technology and office space needs
• Maintaining personnel files in compliance with established policies and procedures and assists unit supervisors by arranging interviews for vacancies
• Performing purchasing backup duties for the MCH Section, including monitoring, processing, approving, purchasing and payment of direct orders (DO’s) and commodity P-card purchases requiring use of MyFloridaMarketPlace (MFMP) and WORKS and ensuring compliance with established procedures
• Collaborating with staff from various programs to assist with projects and assignments as they relate to processing purchase orders
• Assisting with travel arrangements for MCH Section staff and processes travel authorizations and reimbursement vouchers within required timeframes
• Developing, maintaining, and updates directory of frequently used hotels, point of contacts, pricing, and other pertinent information
• Maintaining office records and files for travel vouchers and reimbursements
• Performing other related duties and responsibilities 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: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees