ADMINISTRATIVE ASSISTANT II - 64027831

State of Florida • Jacksonville Beach, FL

3d • $35,000 - $42,000 • Onsite

About The Position

At DOH-Duval, we work every day to protect, promote, and improve the health of our community. Join a team that values innovation, collaboration, and public service. Our programs are recognized across Florida for their impact and effectiveness, and we’re looking for dedicated professionals who want to make a real difference. If you’re passionate about creating healthier communities, your future starts here.
The incumbent is part of a global public health organization and is expected to support the Florida Department of Health-Duval County in their mission to protect, promote and improve the health of all people in Florida through integrated state, county and community efforts and its vision of being 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. This is a highly independent and responsible position as the School Health Administrative Assistant with direct responsibility to the Registered Nursing Consultant.
This position will function independently to coordinate and perform complex administrative and operational duties within the Florida Department of Health in Duval (FDOH-Duval), School Health Program. The incumbent will identify operational problems in the implementation and execution of administrative functions for the Program. The incumbent performs duties using current Department of Health School Health guidelines and Standard Operating Procedures. This position includes, but is not limited to, responsibilities in researching and gathering data as well as preparing written reports and/or assorted applicable spreadsheets. In addition, this position requires making independent decisions and carrying out established policies and procedures. This position also provides administrative support in program development, data tracking, management, and analysis to support monitoring of School Health performance and strategic measures.
Public Health Competency Domain 1: Analytical/Assessment skills
Public Health Competency Domain 3: Communication skills
Public Health Competency Domain 4: Cultural Competency skills
Public Health Competency Domain 5: Community Dimensions of Practice skills
Public Health Competency Domain 8: Leadership and Systems Thinking skills
Responsible for programmatic and administrative support for the Registered Nursing Consultant and School Health staff. Gathers and organizes information on policies or procedures and developing internal operating procedures or processes. Responsible for assisting with researching and compiling data for administrative decisions. Prepares reports for tracking and provides staff with copies of information regarding operational procedures, regulations, and reports and ensures that appropriate related information is directed to management. Proofreads all correspondence for proper spelling, punctuation, and grammar. Consults with Registered Nursing Consultant and Registered Nurse Supervisors to resolve administrative and operational issues and problems including confidential personnel information.
Point of contact for School Health. Responsible for maintaining and updating the COOP and the alert roster. Responsible for outgoing correspondence ensuring proper routing for internal mail. Ensures incoming mail is delivered on a timely basis. Responsible for managing the Programs e-mail distribution list for coordination of outgoing e-mails. Point of contact for conference room reservations preparation, setup, and usage. Responsible for assisting School Health staff with scheduling and coordination of meeting and trainings, to include providing agendas, meeting minutes, set up of audio-visual access, registration and sign-in to meetings. Operates personal computer and all office equipment. Assists with preparation of materials for new hire and contract employee orientation.
Maintains various databases and submits reports as assigned. Enters and validates data for reports. Ensures EARS reports are submitted on a timely basis. Ensures training compliance by staff for required trainings and programmatic trainings that are not in Train. Updates General Services and IT ticket requests. Maintains an organized office environment for the School Health program. Supports performance improvement and quality management activities through data management and review. Assists in the development of presentations and other information regarding the Program.
Responsible for researching and the procurement of office supplies, School Health field supplies, School Health educational, promotional, incentive supplies, and other items needing to be purchased using MFMP/Ariba and the FDOH approved contractual procedures are followed for the School Health Program. Responsible for assisting or completing travel approval requests and subsequent reconciliation and reimbursement processes in accordance to travel processes and procedures.
Responsible for collecting and securing the designated information sets for the purposes of protecting confidentiality, data integrity, and reasonable access, for all information, both confidential and public record, which is stored in hard copy or electronic formats. Monitors fax lines and distribute documents appropriately.
Performs other duties as assigned, this includes but is not limited to emergency duty. During emergency duty works during and beyond normal work hours or days in the event of emergency operations. Functions required include but are not limited to Special Needs Shelters, Red Cross Shelters, or other emergency functions. Attends in-services, seminars, workshops, and other meetings as needed. Performs related work as required.

Requirements

• Knowledge of procurement process and procedures
• Knowledge of office procedures and practices
• Knowledge of basic management principles and practices
• Knowledge of the methods of data collection
• Skilled at computer software including MS Office suite HMS and STARS
• Ability to understand and apply applicable rules, regulations, policies, and procedures relating to operational and management analysis activities
• Ability to conduct fact-finding research
• Ability to utilize problem-solving techniques
• Ability to plan, organize and coordinate work assignments
• Ability to communicate effectively
• Ability to work effectively with outside agency personnel
• Ability to establish and maintain effective working relationships with others
• Driver’s License
• One year of administrative and clerical job-related experience.

Nice To Haves

• One year of administrative and clerical job-related experience in the healthcare industry.
• Experience working with state or local government agency

Responsibilities

• programmatic and administrative support for the Registered Nursing Consultant and School Health staff
• Gathers and organizes information on policies or procedures and developing internal operating procedures or processes
• assisting with researching and compiling data for administrative decisions
• Prepares reports for tracking and provides staff with copies of information regarding operational procedures, regulations, and reports and ensures that appropriate related information is directed to management
• Proofreads all correspondence for proper spelling, punctuation, and grammar
• Consults with Registered Nursing Consultant and Registered Nurse Supervisors to resolve administrative and operational issues and problems including confidential personnel information
• Point of contact for School Health
• Responsible for maintaining and updating the COOP and the alert roster
• Responsible for outgoing correspondence ensuring proper routing for internal mail
• Ensures incoming mail is delivered on a timely basis
• Responsible for managing the Programs e-mail distribution list for coordination of outgoing e-mails
• Point of contact for conference room reservations preparation, setup, and usage
• Responsible for assisting School Health staff with scheduling and coordination of meeting and trainings, to include providing agendas, meeting minutes, set up of audio-visual access, registration and sign-in to meetings
• Operates personal computer and all office equipment
• Assists with preparation of materials for new hire and contract employee orientation
• Maintains various databases and submits reports as assigned
• Enters and validates data for reports
• Ensures EARS reports are submitted on a timely basis
• Ensures training compliance by staff for required trainings and programmatic trainings that are not in Train
• Updates General Services and IT ticket requests
• Maintains an organized office environment for the School Health program
• Supports performance improvement and quality management activities through data management and review
• Assists in the development of presentations and other information regarding the Program
• Responsible for researching and the procurement of office supplies, School Health field supplies, School Health educational, promotional, incentive supplies, and other items needing to be purchased using MFMP/Ariba and the FDOH approved contractual procedures are followed for the School Health Program
• Responsible for assisting or completing travel approval requests and subsequent reconciliation and reimbursement processes in accordance to travel processes and procedures
• Responsible for collecting and securing the designated information sets for the purposes of protecting confidentiality, data integrity, and reasonable access, for all information, both confidential and public record, which is stored in hard copy or electronic formats
• Monitors fax lines and distribute documents appropriately
• Performs other duties as assigned, this includes but is not limited to emergency duty
• Attends in-services, seminars, workshops, and other meetings as needed
• Performs related work as required

Benefits

• 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!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED