Location: West Palm Beach,FL, USA
Requisition No: 842480
Agency: Department of Health
Working Title: ADMINISTRATIVE ASSISTANT I - 64028902
Pay Plan: Career Service
Position Number: 64028902
Salary: $38,385.88(Includes CAD of $1,268.80)
Posting Closing Date: 12/20/2024
Total Compensation Estimator Tool
Open Competitive Opportunity
Specific Responsibilities:
This is an Administrative Assistant I position providing administrative support to the Finance and Accounting (F&A) Program by performing daily administrative activities, fiscal procedures, personnel procedures, purchasing procedures, reporting functions, coordination of special projects & major office functions. This position will distribute all mail correspondence, preparation of daily deposit logs for revenue items for Accounts Receivable, My Florida Marketplace (MFMP) purchase requisitions and/ or receiving reports, logging and maintaining filing system for documents, receipt and inventory of supplies and equipment, directing phone calls for all staff at the facility, receiving visitors for all staff at the facility, maintaining secure confidential building status, prepares vendor payments for mailing and filing with the voucher, ordering supplies and equipment.
This position is designated as a sensitive position and is required to maintain confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols and Procedures. This position is restricted to viewing and updating information only and will have no need to release confidential information. Confidential Data Sets includes but not limited to: Clinical Information Data Set, Clinical Information Data Set - Billing, and Administrative Data Set.
Preparation of daily deposit logs for revenue items for Accounts Receivable, logs purchasing documents such as POs, invoices, and receiving reports and directs them to the appropriate staff member for processing. Distributes and logs employee salary warrants, verifies payroll direct deposits and processes. Process electronic backup documentation for accounts payable and post on the appropriate SharePoint location. Prepares and maintains the invoice tracking log for accounts payable, update/maintain the My Florida Market Place and Purchasing Card User logs, updating the e-mail distribution list.
Answers and direct phones calls, reply to email or face to face enquiries, organize and schedule meetings and appointments, maintain contact list, produce and distribute correspondence memos, letters and forms. Assist in the preparation of regularly scheduled reports, develop and maintain computer and manual filing systems. Provides general support to visitors - ensuring all persons entering and leaving the facility, sign in upon entry and out upon departure. Prepares agendas, takes minutes and distributes to the appropriate personnel. Also performs miscellaneous office procedures including copying and filing for F&A staff as needed.
Responsible for opening, date stamps and distributes all incoming mail. Logs in and prepares vendor checks/disbursements for mailing and filing per F&A Policy & Procedure.
Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders; verifying receipt of supplies. Creating requisitions & receiving reports through My Florida Market Place (MFMP).
Types memos, correspondences, and other documents of an administrative nature from verbal communication and/or rough draft Composes routine correspondence. Handle sensitive information in a confidential manner.
Performs other duties as assigned.
Required 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.
* Proficiency in Office Suite software, spreadsheet software (Excel), electronic mail software (Outlook).
* Ability to use computer (hardware/software), desktop calculator, photocopier, scanner and telephone.
Qualifications:
* 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 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.
* Valid Driver's License.
Working Hours: (A) Daily from to 8:00 AM - 5:00 PM (B) Total hours in workweek 40.
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:
800 Clematis Street
West Palm Beach, FL 33401
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:
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.
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-###-####). 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 clicking here. All documentation is due by the close of the vacancy announcement.
Location:
WEST PALM BEACH, FL, US, 33401