Administrative Assistant Iii

3 weeks ago

Key West, United States The State of Florida Full time

Requisition No: 828809

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT III - SES - 64086373

Pay Plan: SES

Position Number: 64086373

**Salary**: $50,000 -$58,000

Posting Closing Date: 05/21/2024

**Total Compensation Estimator **Tool**

Job posting category Open Competitive

Thank you for your interest in career opportunities with the Florida Department of Health in Monroe 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.

**Your Specific Responsibilities**:
This position is responsible for managing the Florida Department of Health in Monroe County facilities, property, and vehicles in all locations. This position coordinates the development and implementation of safety and security programs for the Florida Department of Health in Monroe County. This position also provides administrative support for the FDOH-Monroe County Administrator, and Director of Nursing.

**ASSISTANT TO THE ADMINISTRATOR AND DIRECTOR OF NURSING**
- Daily administrative support
- Prepare travel arrangements and prepare travel reimbursement forms.
- Handle correspondence, schedule meetings and monitor communication as requested.
- Act as liaison between the Administrator, the public, and the employees
- Initiates and monitors Administrator’s departmental budget.
- Assist clearing Works charges for travel and other purchases, including coding, attachments, resolving audit issues.
- Assist with HRSA 340b covered entity issues, renewals, updates, and registrations.

**Training, Education, and System**
- Telephones/agent phone users
- coordinates training of new agent phones for staff
- This role will assist as a backup to STMS.
- Backup Background and Drug Screening Coordinator: Livescan administrator responsible for credentialing providers and fingerprint volunteers, and potential new hires.
- Postage meter for mailings and replenishing funds.
- Back up for copier/printer service and maintenance with STC vendor
- Back up for PL, including background screenings and drug screenings

**FACILITIES SERVICES; SAFETY, SECURITY AND PRIVACY COORDINATION**
- Oversight of maintenance needs, emergency repairs and prompt preparation of work orders through county system as needed.
- Oversight of any construction or renovation projects
- Determines space utilizations to assist with the development of overall plans for allocating facilities.
- Performs necessary accounting procedures including coding, approving invoices for supplies, fuel, contractual services, and other facilities-related obligations.
- Collects and analyzes data and information for budget planning, future acquisitions, and operations of facilities.
- Negotiates contracts, leases and rental agreements.
- Arranges for health and fire inspections of facilities.
- Ensures that safe conditions are maintained at all sites.
- Health and safety meetings are organized and held on a quarterly basis.
- Conducts prevention trainings and safety drills.
- Maintains keys to all facilities, vehicles, and property; ensure locks remain operational; advises employees accordingly.
- Assign keys to FDOH-Monroe County employees and maintain records of such assignment.
- Negotiates and oversees installation and operation of alarm systems in critical areas.
- Oversight of custodial services
- Additional duties as required._

**Required Knowledge, Skills, and Abilities**:

- Computer proficiency
- Strong organizational ability and attention to detail
- Ability to work under mínimal supervision, independently planning objectives and setting priorities.
- Ability to multi-task
- Ability to communicate effectively both verbally and in writing.
- Ability to establish and maintain effective working relationships.
- Experience handling highly sensitive and confidential information.

**Qualifications**:

- Minimum Valid Florida’s Driver’s License or ability to obtain one within 6 months of hire.
- Preferred - Bachelor’s degree.
- Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.
- Incumbent may have access to records containing Social Security numbers in the performance of their job duties.

**Florida Department of Health Mission, Vision, and Values**:
Mission:
To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision:
To be the _Healthiest _State in the Nation.

Values:
**I **nnovation: We search for creative solutions and manage resources

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