Location: Tallahassee,FL, USA
Requisition No: 842339
Agency: Department of Health
Working Title: ADMINISTRATIVE ASSISTANT I - 64056600
Pay Plan: Career Service
Position Number: 64056600
Salary: $37,440.00 annually
Posting Closing Date: 12/10/2024
Total Compensation Estimator Tool
Open Competitive
Travel Time 1-25%
Anticipated Vacancy
Your Specific Responsibilities:
This position is located within the Brain and Spinal Cord Injury Program, directed by Program Services Administrator.
* Maintains knowledge of and adheres to the department's procurement, purchasing, financial and personnel policies and procedures.
* This position will follow policy for procurement of new vendors for annually recurring purchase orders (PO). Will use drafted Scopes of Work to request quotes when needed.
* Assist with informal quoting as needed.
* Develops requisitions and maintains POs as requested. Maintains PO logs and folders.
* Ensures all invoices and receipts have been submitted and reconciled by due date, maintaining awareness of interest penalties for late payments.
* Uses the state purchasing card for purchases, following all policies and procedures, including clearing charges within 3 days.
* Communicates with vendors when there are discrepancies or changes needed for invoice payment.
* Communicates with DOH Purchasing and Finance and Accounting to resolve issues.
* Works with the program and applicable DOH section when Advance Payment Requests, Single Source Payments, Health Exemption Requests, PUR1010 Payments, After-the-Fact Payments, Settlement Agreements, or any other statewide/Departmentwide process is needed as part of paying an invoice per policy.
Monitoring activities will include the following:
* Working with Budget Coordinator and/or Program Services Administrator to ensure budget is being followed.
* Monitor POs and invoices to ensure there is enough funding for payments for the duration of the PO.
* Monitoring contracted staff POs and keep a running log of how many hours the contractor has remaining on the PO.
* Monitors contracted staff travel lines to ensure there is enough funding available before travel occurs.
* Monitors assigned email inboxes for invoices or communications from vendors.
* Notifies the appropriate program of any issues and follows-up with program until all issues are resolved.
* Monitors encumbrances for any necessary reductions.
Maintains current knowledge of applicable state and department computer software and systems. Uses tools available for monitoring and reporting as required or needed. Assists with Central Registry referrals and/ or phones coverage as needed.
Other duties as assigned by the Department.
Required Knowledge, Skills, and Abilities:
Knowledge of administrative principles and practices, knowledge of office procedures, ability to prepare correspondence and administrative reports, ability to work independently, ability to plan, organize and coordinate work assignments, ability to communicate effectively; and ability to establish and maintain effective working relationships with others.
Qualifications:
Preferred:
* Three years of secretarial or clerical work experience.
* This position prefers experience working in Ariba on Demand (AOD) Accounting Systems.
* Proficient in using Microsoft Word and Excel.
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:
4042 Bald Cypress Way. Tallahassee, Fl. 32399
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:
TALLAHASSEE, FL, US, 32399