ADMINISTRATIVE ASSISTANT II - 64082322
Date: Apr 18, 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: 851201
Agency: Department of Health
Working Title: ADMINISTRATIVE ASSISTANT II - 64082322
Pay Plan: Career Service
Position Number: 64082322
Salary: $41,723.76
Posting Closing Date: 04/27/2025
Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)
*ANTICIPATED VACANCY**
Job posting category Open Competitive
Your Specific Responsibilities:
This position coordinates various administrative tasks for the Clinical Nursing Programs that can be highly technical, diverse in nature, confidential, require independent judgment, accurate typing, excellent computer skills, filing and other general office skills. Performs a wide range of duties under limited supervision. The ability to anticipates the needs of the division to facilitate operational goals. Maintains security of confidential and sensitive information accessed in performance of job duties. The nature of this role requires this position to conduct all activities in a professional manner exercising tact, confidentiality, diplomacy, and sensitivity, and to ensure that information supplied to others is technically correct and in compliance with all federal, state, and departmental policies/procedures. This position reports directly to the Public Health Services Manager E-SES. Travel may be required.
Administrative Support Functions
Provides administrative and general clerical support. Maintains general files for the Clinical Nursing Programs and updates as necessary. Maintains knowledge of current statutes, rules, regulations, policies, and procedures. Coordinates meetings as assigned. Maintains visible posted Professional Licenses for Clinicians and Registered Nurses in the clinic. Maintains required laboratory and pharmacy licenses. Maintains office, medical and equipment inventory. Ensures annual clinic equipment calibration is performed timely for microscopes and scales. Maintains Clinical Nursing file on the shared Clinical Nursing network folder, Pharmacy drug order, and Medication count. Works as back-up to other clerical staff within the clinic, checking in clients and processing medical referrals. Maintains and submits renewals for the Clinical Laboratory Improvement Amendments (CLIA) Waiver and the CLIA Administrative certificate. Also submits information for Permit #544 Florida Drugs, Devices and Cosmetics information. Maintains current information of division policies and programs. Processes routine matters within established policies. Maintains biohazard manifest on the shared Clinical Nursing network folder for annual inspection. Coordinates and reviews all routine and out of town travel arrangements for Clinical Nursing staff to assure compliance with current state policies. Provides guidance and advice to employees on necessary documentation before and after travel for special justification, advanced travel pay, and purchase orders, to ensure compliance with Escambia County Health Department (Escambia CHD) policies.
Purchasing, Inventory, and Budget
Manages inventory and purchasing within established budget and purchasing guidelines and restrictions. Maintains State Purchase Card (P-card) to support these activities. Ensure all vendors are in compliance in MyFloridaMarketPlace (MFMP); assist potential vendors in the enrollment process. Develop and manage purchase requisitions including blanket requisitions. Orders all supplies and equipment for Clinical Nursing programs, including pharmaceuticals and vaccines. Monitors encumbered balances. Organizes, maintains, and monitors stock in procedure and overflow room. Assists with research, planning and evaluation related to program purchases in accordance with Escambia CHD policies and procedures. Documents and justifies variances as needed. Reviews and certifies Laboratory invoices prior to submission to Fiscal.
Refugee Program
Coordinates the Refugee Program. This includes, but is not limited to, participating in monthly conference calls; invoicing, monitoring, and tracking of completed appointments, laboratory requisitions and results, physical exams, and Immunizations. Coordinates with front desk and Immunization staff on refugee cases. Monitors and reconciles billing statements from laboratories with the Health Management System (HMS), the Florida Medicaid Managed Information System (FLMMIS), and designate cost assignment.
Personnel
Functions as the personnel liaison for the Clinical Nursing Programs. Assists with recruitment, onboarding, and other personnel activities. Prepares advertisement, interview, and hire packets. Responsible for assuring that all personnel transactions are submitted in an appropriate and timely manner. Acts as resource guide for staff regarding personnel information including but not limited to TRAIN Florida, People First, and HMS. Submit Employee Activities Reports (EARs) within one day of the end of the pay period and spot check staff members for accuracy.
Required Knowledge, Skills, and Abilities:
Knowledge of administrative principles and practices.
Knowledge of office procedures and practices.
? Knowledge of MFMP/Purchasing and budget management
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.
Ability to maintain confidentiality of sensitive information and other protected information accessed in performance of job duties.
Qualifications:
Minimum - 1-3 years' experience working in a medical office.
Experience using Microsoft Office programs, purchasing & receiving goods, excellent organization skills, scanning, filing and answering phones.
Preferred - Processing personnel actions. Medical Referral experience,
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:
1295 West Fairfield Drive
Pensacola, FL 32501
Family Health Clinic
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.
All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.
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:
PENSACOLA, FL, US, 32501
Nearest Major Market:Pensacola
