Administrative Assistant I - Full-time / Part-time

ADMINISTRATIVE ASSISTANT IENVIRONMENTAL HEALTHBARTOW / POLK COUNTY See Veterans' Preference Guidelines at the end of this requisition Thank you for your interest in career opportunities with the Florida Department of Health in Polk County. If you are looking to establish a successful career in Public Health, you have come to the right place. Many of our innovative and successful health programs are recognized throughout Florida. We hope you decide to join our team! Applicants will be contacted directly if selected for an interview. ADMINISTRATIVE ASSISTANT I The incumbent in this position reports to the Environmental Health Administrator. This position requires ability to use independent judgment in setting priorities, coordinating work, and handling multiple responsibilities. It requires skillful time management as the incumbent must have the talent for accepting and completing special projects with accuracy and thoroughness as they arise. This position may serve clients that speak only Spanish, Creole, or other languages. It may require performance of interpreter duties, if bilingual, or implementation of the Department's Limited English Proficiency Plan. Functions as liaison between the Environmental Health Administrator, supervisors, division directors, administrative staff, clinical staff, state and federal agencies, county and state officials (Polk County Board of County Commissioners), and clients, dealing with each in an appropriate and professional manner. Researches concerns and deals effectively with problems and issues. Answers direct telephone calls and gives information to callers, takes messages, or transfers calls to appropriate individuals. Handles client concerns/patient complaints independently under the guidance of the Environmental Health Administrator, and communicates with the concerned providers and staff. This position requires accuracy and thoroughness in financial and budgetary duties. Duties and Responsibilities: Administrative Support Provides support as needed to the Environmental Health Administrator. Maintains and updates position descriptions and job performance standards for positions within the division Assists Environmental Health Administrator and supervisors within the Division with personnel and position classification actions as needed Ensures emergency roster for the division is updated as needed. Compiles and formats monthly report narratives for the division; compiles and formats EH annual report with guidance from EH Administrator and supervisors. Records and types minutes of meetings as directed by the Environmental Health Administrator. Schedules and coordinates meetings, arranges locations, making notifications as applicable. Receives and reviews all incoming correspondence; prepares responses, makes assignments/referrals as applicable. Responsibility includes researching and responding to clients' complaints referred by county commissioners. Maintains all brochures and pamphlets for the Environmental Health Division, creates a maintains a catalogue of all materials Maintains extremely complex calendars for the Environmental Health Adminstrator covering obligations in the county and numerous related organizations, scheduling conferences, meetings and appointments. Makes all travel arrangements for the Environmental Health Administrator. Maintains current and accurate personnel files and leave records on all staff under the direct supervision of the Environmental Health Administrator, audits leave records and ensures compliance with appraisal due dates. Prepares and tracks all personnel actions for the Environmental Health Division. Monitor location of communication and office equipment, cell phones, laptops, cameras, tablets, fax machines, defibrillator. Keep spreadsheet of serial numbers of all equipment up-to-date and on the public drive. Tracks all department keys with a spreadsheet and tracking system. Coordinates the storage and destruction of EH records; ensures all filing systems are maintained by working with the respective clerical and supervisors for the program. Creates a complete EH plan for records retention and ensures that non-needed files are removed or handled appropriately; works cooperatively with all clerical and supervisors. Participates in scanning projects. Acts as the coordinator for information requests. Solicits information from supervisors, compiles information, reports back to requesting parties, logs requests. Attends Enforcement meetings, prepares legal paperwork. Tracks all building work order requests. Reviews records and reports which require action and recommends action as appropriate. Purchasing and Budget Monitoring Generates purchase requisitions/orders in the state purchasing system (MFMP) and utilizes State of Florida Visa (P-Card) for the purchase of office supplies, educational materials, contract deliverables, and equipment for the division. Tracks and monitors all purchases until goods are received and invoices are processed for payment. Investigates and reconciles discrepancies requiring communication with the Fiscal and Purchasing Departments and vendors. Compiles P-card reconciliation report for submission to fiscal department. Monitors Schedule C and grant allocations. Submits necessary fiscal paperwork (journal transactions) to increase or decrease project specific revenue and expenditure projections based upon Schedule C allocations and grant funding. Monitors program expenditures for coding accuracy and initiates timely and effective corrective actions as necessary. Participates in budget reconciliation meetings with fiscal department and administration. Provides input and recommendations for budgets and purchases. Prepares, reviews, and submits any and all program expenditure reports as requested. Monitor SAMAS on a daily basis and notify appropriate EH staff of pending charges that are waiting approval. Ensure that charges are processed in a timely manner. Processes, reviews, and prepares a variety of fiscal paperwork including requisitions, fee reports, invoices, and cost analysis reports for Environmental Health. Print and track budgets utilizing data included on FIRS database on a monthly basis for review and analysis. Type and assist with processing of contracts relating to the Environmental Health Division; and serve as Contract Coordinator. Assists the Environmental Health Administrator with the budgets for the Environmental Health Division by tracking monthly all revenues and expenditures for each program area. Prepares Journal Transfers for all Environmental Health programs. Assist with preparation of new fiscal year budget and attend budget meetings with Environmental Health Administrator. Assists in collecting data, updating, and distributing the annual county fee schedule. Other Duties & Responsibilities Coordinates operator coverage for the Environmental telephone system & switchboard, developing and distributing schedules, working cooperatively and tactfully with supervisors and clerical staff, and addressing coverage issues Perform special assignments, research, and associated work/preparation as required. Participate in Disaster Preparedness as necessary. This includes assisting with staff schedules, development of tools needed for EH Strike Teams, maintain staff roster, scheduling necessary conference calls, and other miscellaneous duties. Performs duties necessary to carry on the programs of the Division as assigned by supervisor. Performs other duties as required, including performance of interpreter, consistent with skill level, as needed. Knowledge, skills and abilities, including utilization of equipment, required for the position: Knowledge of administrative principles and practices. Knowledge of office procedures and practices. Strong skill in utilizing computer programs; such as Excel, PowerPoint, Word, and Publisher. Ability to work easily with Environmental Health database systems; such as EHD, OCULUS, and Oracle; and the network folder system, SharePoint, or other shared programs. Knowledge of the methods of data collection. Knowledge of the principles and techniques of effective communication. Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing. Ability to prepare correspondence and administrative reports. Ability to understand and apply applicable rules, regulations, policies and procedures. Ability to utilize problem-solving techniques. Ability to work independently. Ability to plan, organize and coordinate work assignments. Ability to communicate effectively. Ability to establish and maintain effective working relationships with others. Skilled in providing technical assistance in designing and editing agency publications, presentations, and visual aids; in communicating with others by written correspondence, telephone, or in person Ability to accept criticism and calmly and effectively deal with high stress situations; to organize, plan, and prioritize work. Ability to communicate information and ideas in writing so others will understand. Preferred Qualifications: 3 years secretarial office experience in business, environmental, or government /OR/ Certified Administrative Professional or Certified Professional Secretary /OR / possess a college or technical degree in secretarial science or office/business studies Proficiency in Microsoft Office LICENSURE, CERTIFICATION OR REGISTRATION REQUIREMENTS Valid Florida Class E Driver's License IMPORTANT NOTICES, PLEASE BE ADVISED: We request that all applications be completed with People First - no faxed or mailed applications to the agency. Experience, education and/or training used to meet the minimum qualifications and in response to the qualifying questions must be verifiable through information contained in your application. When completing the online application, all gaps of employment or education greater than 90 days starting from high school must be explained (approximate date, month and year) identifying company name or if unemployed. Incomplete applications will not be considered. It is unacceptable to use the statement "See resume" in place of work history. VETERANS' PREFERENCE GUIDELINES Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise. Through the Departments VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country. VETERANS' PREFERENCE DOCUMENTATION REQUIREMENTS HAVE RECENTLY CHANGED. To obtain revised and updated information on Veterans' Preference documentation requirements, click here. Pursuant to Chapter 295, Florida Statutes, applicants eligible for Veterans' Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. However, applicants claiming Veterans' Preference must attach supporting documentation with each application submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. All documentation is due by the close of the vacancy announcement. Applicants may also fax their supporting documentation to People First at 1-888-403-2110. To get to the correct form for your supporting documentation copy the Web address and paste in your browser. Print form and once completed attach the form to this requisition along with your other supporting documentation. Florida DOH is an Equal Opportunity Employer/ Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. Only U.S. citizens and lawfully authorized alien workers will be hired. This position requires fingerprinting and a security background check. You will be required to provide your Social Security Number in order to conduct this background check. Successful completion of a drug test is a condition of employment for safety- sensitive positions. The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act. Direct deposit of salary is a condition of employment. Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the DOH in advance to allow sufficient time to provide the accommodation. Emergency Duty Responsibilities - In the event of emergency or disaster, DOH employees may be required to perform emergency operations functions. Employees must be willing to work during/ beyond normal work hours/ days in the event of a disaster and may be deployed to provide assistance outside of their county. Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: www.sss.gov. Current State Employees - Salary for current employees is based on employee's current payband/ paygrade. Salary for promotions will be based on budget availability and Senior Management approval. If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement. 7 Tips for Preparing Effective State Applications -- Seven Tips for Preparing Effective State Applications Click on link to learn how to prepare your State of Florida employment application to showcase your knowledge, skills, abilities, and experience.