ADMINISTRATIVE SECRETARY - 64029103 1 1 1 1 1
: Job Details :

Requisition No: 842644 Agency: Department of HealthWorking Title: ADMINISTRATIVE SECRETARY - 64029103 1 1 1 1 1Position Number: 64029103 Salary: $1427.58 bi-weekly Posting Closing Date: 12/15/2024 Thank you for your interest in career opportunities with the Florida Department of Health in Pinellas 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.The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Pinellas County in its mission to protect, promote and improve the health of all people in Florida through integrated state, county and community efforts and its efforts and its vision To be the Healthiest State in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.Your Specific Responsibilities:The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Pinellas County in its mission to protect, promote and improve the health of all people in Florida through integrated state, county and community efforts and its vision to be the Healthiest State in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work. The incumbent will provide clerical and administrative support to the School Based Health Services program.

• Send division wide information as directed.
• Handle complex inquiries from staff (internal) and the public (external), and research issues and provide information or direct inquiries to appropriate resources.
• Enter data and create reports in electronic records and other databases and tracking systems.
• Print or photocopy printed materials and distribute as required.
• Organize and maintain shared electronic file folders and documents.
• Collect and submit office and medical supply orders for all clinics, create purchase orders, and track receiving and payment.
• Prepare and maintain expense budget reports for various clinics.
• Prepare travel authorization, hotel reservations, and car rentals.
• Prepare, review, and submit SBHC Program employee travel vouchers and trip logs. Train new staff on travel reimbursement process.
• Assist with creating and processing recruitment and hiring documents, schedule candidate interviews, and facilitate new employee onboarding.
• Assist with submission and tracking of compliance, licensing, and insurance renewals.
• Organize and arrange meetings and schedule meeting rooms.
• Take notes and prepare minutes from monthly staff or other meetings.
• Ensure SBHC manager's calendar is kept up-to-date.
• Prepare correspondence and review for accuracy and grammar.
• Facilitate the approval and tracking of invoices, agreements, and contracts ensuring their routing though the appropriate reviewers, including legal and finance.
• Answer incoming phone calls, take messages and relay them expeditiously, routing calls as necessary.
• Receive incoming mail, date stamp, and route to appropriate staff.
• Make independent decisions and take or recommend action as appropriate.
• Seek out opportunities to improve processes, enhance operational efficiency, or identify cost savings.
• Utilize internet for searching for information as requested by SBHC Manager, such as searches for price quotes from vendors, activities for staff, mileage and other requests as needed.
• Perform other related work/duties as required.

Required Knowledge, Skills, and Abilities:

• Ability to prioritize, plan, organize and coordinate assigned work.
• Advanced knowledge and experience in using a personal computer such as word processing software, database, spreadsheet and electronic mail specifically MS Office Suite including MS Word, Excel, and PowerPoint.
• Ability to deal with the public in a tactful and courteous manner including answering a multi-line telephone system.
• Ability to communicate effectively, both verbally and in writing.
• Ability to establish and maintain effective working relationships.
• Ability to prepare accurate reports and correspondence including performing basic mathematical calculations.
• Strong organizational skills and attention to detail.

Qualifications:Minimum

• High school diploma required.
• Proficiency speaking and writing in English required.
• Minimum 1 year experience in administrative assisting or clerical work.

Preferred

• Associate or bachelor's degree preferred.
• Experience working in a healthcare or school setting preferred.
• 2 or more years experience in administrative assisting or clerical work preferred.

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: Pinellas Park High SchoolThe 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, 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: