ADMINISTRATIVE ASSISTANT III - SES - 64029725

Date: Mar 4, 2025

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce_operations/human_resource_management/for_job_applicants/e_verify) .

Requisition No: 845899

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT III - SES - 64029725

Pay Plan: SES

Position Number: 64029725

Salary: $35,000.00 - $41,200.00

Posting Closing Date: 03/09/2025

Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)

INTERNAL AGENCY OPPORTUNITY

Applicants accepted only from current Department of Health employees (includes OPS, Career Service, SES, and SMS employees). Applicants will not be accepted from outside of the department.

Pending Vacancy

Specific Responsibilities:

This is a highly responsible position which serves as the personal administrative assistant to the DOH Administrator in the coordination of administrative tasks and/or assignments for DOH-Washington. Tasks include assisting with correspondence, personnel issues, reports, telephone calls and messages, and other administrator task which are complex in nature and very broad in objective with integration of diverse functions. Represents the Administrator in matters as directed. Carries out assignments given by the Administrator. Performs special assignments, research and report preparation as directed by the Administrator. Work involves the performance of administrative and personnel activities which involve independently planning administrative objectives and priorities. Work also involves the independent formulation, analysis, and recommendation of changes in policies, rules and regulations, policies, and procedures for the CHD. This position works under the direct supervision of the DOH Administrator.

Directs the personnel function of the CHD by serving as Personnel Liaison for DOH-Washington. Duties include initiating recruitment of new employees by preparing classification packets, scheduling interviews, preparing applicant packets for interview team. Schedules new hires for LiveScan fingerprinting, drug screening for sensitive positions and ensures that the E-Verify process is completed in a timely manner. Submits employment packages to DOH Human Resource Management. Monitors personnel actions related to payroll or fiscal code changes. Maintains local personnel files according to DOH Human Resource Management guidelines. Serves as a resource to supervisors/managers in preparing performance standards and rating schedules and in all personnel matters, which involve their staff. Ensures all new hire staff completes all mandatory DOH training as well as coordinate annual training to all staff. Works with insurance representatives in scheduling times for employees to explore available insurance opportunities. Works closely with Labor Relations and supervisors/managers in completing and submitting necessary FMLA/FSWP paperwork for eligible employees and monitors employees time used. Serves as a resource and liaison for personnel matters for employees of DOH-Washington.

Serves as timekeeper for DOH-Washington by working with supervisors regarding submission of time sheets and leave without pay for all DOH staff. Monitors missing time sheet and administrative leave reports received from DOH Human Resource Management by making sure time is recorded correctly and submitted to the payroll technician.

Serves as Chief Deputy Registrar for all vital statistics for the county. Supervises activities of Deputy Registrars. Serves as a liaison between local funeral directors, sub registrars, medical examiner, and the vital statistics office. Supervises processing and maintenance of files on all vital statistics records. Responsible for safeguarding all vital statistics records and equipment. Timely and accurately files death and birth records, submitting to Jacksonville daily. Strives for 100% of vital statistics scoreboard. Enforces and safeguards rule and regulations governing vital records, complying with Florida Statues, and F.A.C. Assures that certified paper is secured and accounted for daily. Reviews files pertaining to vital statistics operations daily. Screens and copies death certificates as received and maintains a file of all deaths occurring in Washington County. Contacts funeral homes/medical examiner and documents finding according to CDR manual if death certificate is not received timely. Checks daily activities for accuracy.

Serves as contact for Sonitrol system.

Serves as back-up in preparing mail-in log and distribution of mail.

Serves as back-up in audits and sending state vehicle logs by e-mail or regular mail to Tallahassee by the 10th of the month.

Serves as local Service and Time Liaison Contact and participates in quarterly conference calls and ensures staff are informed of changes in coding issues.

Serves as local EEO Coordinator and follows guidelines and enforces safeguards rules and regulations according to DOH policy.

Serves as local Information & Security and Privacy Coordinator with responsibilities designated in DOHP 50-10-16. Participate in monthly conference calls and notifies staff of any changes. Ensures staff complete annual training as required.

Serves as primary Information Custodian for Personnel Records and Vital Statistics and back-up Information Custodian for Medical Records, Fax machine in clinic, Administration, and Computer Security. Assigned responsibility for maintaining information in accordance with state federal statutes, rules, and regulations and DOH policies.

Serves as TRAIN administrator by insuring all current and new employees register and complete all mandatory training through TRAIN. This also includes monitoring employee's completion of trainings, listening to workforce development calls, and updating staff on changes.

Serves as back up to system administrator, key custodian, manages changes and updates with switchboard/telephone functions and assist front office as needed.

Files IG and Incident reports.

Serves as back-up records management liaison officer assuring record dispositions are done timely and correct.

Prepares check from cash transmittal on a weekly basis acquiring designated signatures. Back-up for e-mailing credit card codes and amounts to Tallahassee for processing. Back-up for posting amounts to cash transmittal. Maintains petty cash fund monies, issuing cash to pay vouchers and requests reimbursements from fiscal office in Tallahassee prior to depletion of funds. Verifies petty cash checks when received, discrepancies will be research and correction requested.

Liaison between DOH-Washington and Washington County Commissioner's office for all maintenance. Coordinates any maintenance or equipment replacement on any items that will incur expenses to DOH-Washington including air conditioning nd building maintenance outside of contractual relationships. Property Custodian Delegate for Washington CHD inventory.

Serves as primary Cell Phone Manager.

Will assist with end of the day reports and fiscal reports in the absence of the Business Manager as directed by the Administrator.

Performs other duties and responsibilities as assigned by the Administrator.

Knowledge, Skills, and Abilities:

• Knowledge of administrative principles and practices.

• Knowledge of office procedures and practices.

• 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.

  Required Qualifications:

• High School Diploma or equivalent - required

  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 wisely.

  C ollaboration: We use teamwork to achieve common goals & solve problems.

  A ccountability: We perform with integrity & respect.

  R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

  E xcellence: We promote quality outcomes through learning & continuous performance improvement.

  Where You Will Work:

  FDOH – Washington and Holmes County Health Departments

  The Benefits of Working for the State of Florida:

  Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

• 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

• (For more information, please click www.myfrs.com );

• Flexible Spending Accounts;

• Tuition waivers;

• And more!

  For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com .

  Please be advised:

  Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.

  This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions.

  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: http://www.sss.gov

  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.

  The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.

  Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

  The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

  Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

  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.

  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 Department's 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.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

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.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each 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. Veterans’ Preference documentation requirements are available by clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement.

Location:

CHIPLEY, FL, US, 32428

Nearest Major Market:Panama City