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Administrative Assistant I

3 months ago

Fort Myers, United States The State of Florida Full time

Requisition No: 831705

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64054251 1 1

Pay Plan: Career Service

Position Number: 64054251

**Salary**: $32,760.00 to $36,292.88

Posting Closing Date: 06/27/2024

**Total Compensation Estimator **Tool**

**This is an open Career Service Administrative Assistant I position with the Department of Health in Lee County.**

**Your Specific Responsibilities**:
The Administrative Assistant I in this position provides administrative work in the operation of the Community Health division of the Department of Health-Lee County. This position is under the direct supervision of the Administrative Assistant II. Incumbent ensures that the Nursing Director is kept up to date on all administrative matters coordinating the CH division. This position requires independent decision making and exceptional organizational skills. Incumbent handles confidential information on a "need to know" basis as defined in DOHP 50-10 Information Security and Privacy Policy. This position has access to the following information sets maintained in paper or electronic format: Human Resources, Purchasing, and administrative related files.

Manages and organizes the daily operation of the office of the Community Health division by performing tasks that include, but are not limited to:
ADMINISTRATIVE SUPPORT

Assists the Executive Community Health Nursing Director and Community Health division staff. Tracks and manages resource contacts for division activities. Maintains files and records of correspondence, documents, personnel files, reports, and other materials as required.

Updates Community Health personnel phone extension chart and emergency phone tree. Develops and maintains electronic (or paper as applicable) file organization for Community Health, including copies of nursing Standards of Care, policies, and procedures on SharePoint and/or StorSimple. Maintains office equipment, orders supplies, and maintains inventory of consumable supplies for administration.

Acts as a Human Resource Liaison. Knowledgeable of all personnel functions and necessary forms to be submitted to Human Resources for all new hires, changes in positions, pay increases, establishing positions, advertising positions, and terminating positions.

Prepares various administrative reports, license, and certification renewals, as directed.

Assists with facilities requests and coordination for Community Health.

CORRESPONDENCE/COMMUNICATION

Handles incoming telephone calls coming to the Executive Community Health Nursing Director’s office, answers questions/ inquires, and directs calls to appropriate staff in a professional and courteous manner. Acts as a buffer by screening incoming calls and screening employee requests by exercising independent judgement. Reviews, edits, types, tracks and maintains files and correspondence items for the Executive Community Health Nursing Director’s signature. Assigns, coordinates, and tracks timely responses for correspondence items. Ensures responses are sufficient and follows the proper department procedures.

Operates a computer, fax account, copier and other office machines to compose and process a wide variety of correspondence and reports. Works on special projects as assigned.

MISCELLANEOUS

Independently prepares special projects and performs other duties as assigned.

Attends required meeting and keeps self-current of all policies and protocols. Prepares biweekly Leave/Attendance records and daily Employee Activity Record (EAR) for supervisor's review. Performs other miscellaneous related activities as required, including assignment during disaster or special projects.

PURCHASING/SUPPLY DISTRIBUTION

Purchasing agent for the department. Prepares and retains requisitions from Community Health clinics, processes requisitions as required for the department per E-procurement, or other standards and requirements, obtaining bids as necessary.

Ensures invoice documentation is completed and that charges are cleared in WORKS daily along with supporting documentation. Receives deliveries and stocks in warehouse in an organized manner.

Coordinates, fills and delivers monthly office, printed material, medical supply orders.

Organizes and maintains supply inventory for office supplies, printed materials, and medical supplies.

PROPERTY CUSTODIAN DELEGATE

Maintains records and inventories on vehicles (scheduling maintenance, submitting mileage report, etc.), equipment and furniture assigned to DOH-Lee Community Health division. Oversees and manages division’s equipment, furniture, etc. Serves as liaison between Community Health and IT to ensure relocation/disposal of equipment is updated. Coordinates annual equipment inspection and calibration of all anthropometric and hematological equipment for DOH-Lee’s Community Health division for state certification.

Ensures each site completes a physical inspection and the required inspection form per equipment.