ADMINISTRATIVE ASSISTANT III - 64001744

State of Florida • Fort Walton Beach, FL

2d • Onsite

About The Position

This position performs administrative support functions for the Workforce Relations Section (WFR) of the Okaloosa County Health Department (OCHD), under the direction and supervision of the WFR Section Chief. The duties and responsibilities of this position require use of judgement and decision making to ensure that work is performed in accordance with all State of Florida and OCHD policies and procedures.

Performs routine Personnel Liaison duties as outlined in the current Personnel Liaison Handbook as published and updated by the Florida Department of Health. Assists staff and supervisors with routine Personnel Liaison needs related to attendance and leave, recruitment, and separation. Disseminates information and provides general guidance as locally applicable. Monitors and assists with processing recruitment and separation tickets in the FLHealthDeskHR ticket system and completes related activities.

Performs administrative support functions for the WFR Section, Section Chief and the CHD Administrator. Supports and serves as a backup for other WFR Section roles and functions as assigned. Supports and participates in ongoing and episodic projects. Prepares reports, gathers, and disseminates information, monitors, and maintains internal databases.

Performs purchasing activities for the WFR Section to include preparing purchase requisitions, monitoring orders, receiving goods and services and completing invoice/payment requests.

Serves as local Employee Activity Record (EAR) Liaison. Provides EAR coding training and guidance to staff and supervisors and. Conducts timesheet and EAR audits following the close of each biweekly pay period.

Serves as local Contract Administrator. Communicates policy and process requirements and provides guidance or technical assistance to contract managers and supervisors. Facilitates local contract routing, review, monitoring, and file management processes to ensure accurate and timely completion. Ensures all contract management staff remain current with training requirements.

Serves as local Records Management Liaison Officer (RMLO). Provides guidance to local staff regarding records management policies and procedures. Works collaboratively with local records custodians to route and process records requests. Approves and oversees the storage and disposition of records.

Works collaboratively with WFR Section Chief to formulate, implement, and evaluate best practices with all Information Security & Privacy activities to ensure security standards are maintained and improved upon as needed. Manages user profiles within security access system, maintains local security access database, and performs a variety of facility access audits.

Attends or completes training and professional development opportunities and participates in local committees or workgroups.

Performs all other duties as assigned in support of the Agency’s mission and vision.

Requirements

• Strong problem-solving and analytical skills
• Ability to manage time and organize and coordinate work assignments
• Strong skill and ability to communicate effectively and professionally using a variety of methods
• Knowledge of administrative support functions
• Experience working with general office equipment and Microsoft Office applications

Responsibilities

• Performs routine Personnel Liaison duties as outlined in the current Personnel Liaison Handbook as published and updated by the Florida Department of Health.
• Assists staff and supervisors with routine Personnel Liaison needs related to attendance and leave, recruitment, and separation.
• Disseminates information and provides general guidance as locally applicable.
• Monitors and assists with processing recruitment and separation tickets in the FLHealthDeskHR ticket system and completes related activities.
• Performs administrative support functions for the WFR Section, Section Chief and the CHD Administrator.
• Supports and serves as a backup for other WFR Section roles and functions as assigned.
• Supports and participates in ongoing and episodic projects.
• Prepares reports, gathers, and disseminates information, monitors, and maintains internal databases.
• Performs purchasing activities for the WFR Section to include preparing purchase requisitions, monitoring orders, receiving goods and services and completing invoice/payment requests.
• Serves as local Employee Activity Record (EAR) Liaison.
• Provides EAR coding training and guidance to staff and supervisors and.
• Conducts timesheet and EAR audits following the close of each biweekly pay period.
• Serves as local Contract Administrator.
• Communicates policy and process requirements and provides guidance or technical assistance to contract managers and supervisors.
• Facilitates local contract routing, review, monitoring, and file management processes to ensure accurate and timely completion.
• Ensures all contract management staff remain current with training requirements.
• Serves as local Records Management Liaison Officer (RMLO).
• Provides guidance to local staff regarding records management policies and procedures.
• Works collaboratively with local records custodians to route and process records requests.
• Approves and oversees the storage and disposition of records.
• Works collaboratively with WFR Section Chief to formulate, implement, and evaluate best practices with all Information Security & Privacy activities to ensure security standards are maintained and improved upon as needed.
• Manages user profiles within security access system, maintains local security access database, and performs a variety of facility access audits.
• Attends or completes training and professional development opportunities and participates in local committees or workgroups.
• Performs all other duties as assigned in support of the Agency’s mission and vision.

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
• Flexible Spending Accounts;
• Tuition waivers;

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed