Job Information
MyFlorida ADMINISTRATIVE ASSISTANT III - 64002426 in SPRING HILL, Florida
ADMINISTRATIVE ASSISTANT III - 64002426
Date: Jul 2, 2024
Location:
SPRING HILL, FL, US, 34606 BROOKSVILLE, FL, US, 34601
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: 832601
Agency: Department of Health
Working Title: ADMINISTRATIVE ASSISTANT III - 64002426
Pay Plan: Career Service
Position Number: 64002426
Salary: 40,000.00 to 43,000.00
Posting Closing Date: 07/09/2024
Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)
Your Specific Responsibilities:
This position performs high-level administrative duties and responsibilities with complex assignments and under limited supervision, requiring the ability to plan and organize work assignments, problem solve, understand and apply rules, and research and gather information and data. Works independently, handling highly confidential information and planning details to obtain goals and objectives, i.e, preparing required reports, budget items, expenditures, etc. Responsibilities include coordinating, monitoring, organizing, maintaining specific duties and performing special assignments so as to facilitate the work and effectiveness of the Director of Nursing and the Nursing Department; in addition, may assist Executive Medical Director and Sr. Community Health Nursing Supervisor. May train clerical staff and/or coordinate duties.
Administrative Support
This position provides administrative support to the Sr Community Health Nursing Director; updates policies and procedures, drafts memorandums and correspondence, and formulates analyses along with recommendations of implementing and initiating contractual agreements and regulations as it relates to the Nursing facets of Public Health.
Prepares and coordinates the Nursing Director’s monthly schedules including conferences, staff meetings, job interviews, conference calls, and one-on-one meetings. Coordinates one-on-one meetings for Sr Community Health Nursing Supervisor. Takes incoming calls and assists callers on behalf of the Nursing Director, including call-offs. Assists with developing & amending Staffing Schedule.
Assists the Nursing Director in preparing for and meeting deadlines for all reports, keeping track of timelines for contracts, typing and distributing memos, and updating clinical guidelines related to nursing programs. Responsible for collecting, reports and data needed to complete reports, etc. needing approval of the Nursing Director, forwarding to her for signature, and returning signed documents to appropriate staff and or agencies. Investigates and prepares replies. Analyzes operating practices and procedures to create new or revise existing practices. Receives & communicates written & verbal information, updates appropriate staff members.
Maintains Department records of agendas and meeting notes. Prepares and processes correspondence. Completes various personnel forms; generates and completes Requests to Incur Travel and Travel Reimbursement vouchers, along with required documentation and or justifications.
Performs case management tasks and responsibilities for the Breast and Cervical Cancer Program, tracking clients and maintaining their records. Serves as liaison with the Program Office. Responds to inquiries regarding vasectomy services Performs administrative duties related to Florida Healthy Babies.
Reviews, tracks, and monitors Department budget information, analyzing and evaluating all relevant reports and budget expenditures. Assists in preparation of the budgets. Compiles data to assist in budget reconciliations and reporting, utilizing available tools and statistical information, etc. Records date of expenses, reason, etc. Generates recommendations and reports.
Prepares monthly and quarterly reports for AIMS and Ryan White, Medicaid Reimbursement, Sterilization, Clinic Services data, and others as requested. Performs tasks related to other program data/information needs.
Prepares requisitions and completes purchases for the Department including, but not limited to, purchases for equipment and the Language Line. Research new purchases to obtain best pricing and completes requisitions in MyFloridaMarketPlace. Facilitates maintenance of equipment and arranges for repairs. Supports the work and requests for supplies and equipment for School Health, TB, HIV, Laboratory, and the SAVE programs. Orders and maintains office supplies for the clinical department.
Responsible for maintaining master filing system by category of all documents pertinent to the operations of the Nursing department. Maintains sets of Department of Health Operating Procedures, Regulations, Manuals, pamphlets, and letters, adding new publications as received, and removing the obsolete or superseded. Maintains files by program of all weekly and or monthly reports generated. Maintains Medical/Nursing electronic files for Standard Operating Procedures, Medicaid Protocols, Standing Orders, adding new documents as needed and removing obsolete or superseded documents. Develops and maintains an electronic library of forms for the Department, including but not limited to Billing Sheets, Flow Sheets, Letters, and Signs.
Performs as back-up FLSHOTS Administrator. In this capacity this position tracks vaccine inventory, runs reports, and provides administrative support to users that includes maintaining personnel list, unlocking passwords, adding users, and setting user permissions.
Maintains a provider file for each provider and or practitioner for each update; maintains APRN protocols.
Responsible for requesting and renewing licensures and accreditation for the agency; this includes but is not limited to CLIA Lab License, 340B License, and Permit #5432 Restricted Rx Drug Dis/Gov Program.
Attends training and seminars as they become available, and the funds permit to enhance knowledge, skills and abilities as they relate to duties and responsibilities. Attends all staff meetings; creates and maintains meeting notes for Medical/Nursing Department meetings.
Performs other duties as assigned to facilitate the effectiveness of the department overall. Performs special assignments, research and report preparation and other duties as assigned. Responsible for securing the designated information set for the purposes of protecting confidentiality, data integrity and appropriate access, for all information, both confidential and public record, this is stored in hard copy or electronic formats.
Responsible for coordinating with, as well as providing back-up to selective clinic staff for initiating and maintaining immunization records, entering immunization data into the computerized immunization accounting system, monitoring compliance of policies and procedures with established guidelines through the review of the on-hand stock, administered stock, ordered supplies and clinical records/medical records. This position also analyzes county health department operations as they pertain to the Department of Health’s Immunization Policy and Procedures and purchasing policies. Assists in the development and implementation of improved local practices, policies, procedures and methods-based reviews, surveys, or as indicated by CHD clinical data. This position performs specialized clerical duties. Coordinates Immunization Vaccine Accountability reporting for both offices (Brooksville and Spring Hill).
Responsible for coordinating with, as well as providing back-up to selective clinic staff verifies vaccine accountability data including accuracy of demographic data. Notes deficiencies and prepares reports of findings for the department heads and supervisors. Gives recommendations based on findings in order to reduce error rates and increase accountability.
Responsible for materials, supplies, medications, equipment to be provided to other programs, i.e. Family Planning, General Clinic, Immunization Program, Tuberculosis (TB), Sexually Transmitted Disease (STD), etc. responsible for initiating purchase requisitions for vendors, MFMP forms and requesting vouchers from department to ensure inventory levels are maintained at approved/satisfactory levels. Responsible for tracking expenses associated with the Immunization Program (i.e. supplies, vaccines, etc.)
Maintains documentation on accountability and control of medications and vaccines. Maintains records and prepares reports monthly, quarterly and annually as required and/or requested. Prepares inventory reports from computer database to document vaccine availability and dates of immunizations.
Responsible for coordinating with, as well as providing back-up to selective clinic staff, coordinates immunization vaccine accountability reporting for both offices (Brooksville and Spring Hill)
Inputs vaccine lot numbers in HMS – Florida Shots system monthly
Orders drugs from State Pharmacy
Keeps computer logs of vaccine transfers (records)
Orders immunizations purchased from private companies.
Compose and type letters, memorandums and reports as requested, gathering necessary data and information to complete reports, composing letters and memorandums from same. Responsible for maintaining files of all typed letters, memorandums from same. Responsible for meetings, training sessions and seminars as they become available to ensure accuracy and remain current on policy and procedure as it relates to assigned duties and responsibilities. Responsible for securing the designated information set for the purposes of protecting confidentiality, data integrity, and appropriate access, for all information, both confidential and public record, which is stored in hard copy and/or electronic formats.
Required Knowledge, Skills, and Abilities:
Ability to read, comprehend and verbalize understanding of written sentences and paragraphs in work related documents.
Ability to write communications effectively for others to easily understand content.
Ability to productively coordinate and adjust actions in relation to others' actions.
Ability to process/organize information to obtain a better approach to solving problems or modifying tasks.
Ability to optimize time management with task prioritization based on one's own time and the timeline of others.
Ability to speak at the listeners level of understanding to effectively convey information.
Knowledge of how and where to obtain information to identifying essential facts and data needed for reporting.
Knowledge of how to self-assess and evaluate needs regarding learning and process improvement.
Knowledge of administration and management principles and processes involved in business and organizational planning, coordination, and execution. This may include strategic planning, resource allocation, manpower modeling, leadership techniques, and production methods.
Skill of actively listening to what other people are saying or asking, not forming responses, then asking questions as appropriate
Skill of managing material resources, collaborating with the fiscal department to ensure appropriate utilization of funds for equipment, facility needs, to include all clinical departments.
Skill of computer systems such as, but not limited to - Microsoft programs (i.e., word, excel, outlook), other DOH systems (i.e., HME, FLSHOTS, MFMP)
Qualifications:
Minimum -
Must have a minimum of 1 years of Microsoft office experience with word, excel or other software.
Must have a bachelor’s degree.
Mus have at least 6 months experience in vaccine inventory and or ordering
Preferred -
Purchasing 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:
7551 Forest Oaks Boulevard Spring Hill, FL 34606
300 S Main Street Brooksville, FL 34601
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.
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.
Nearest Major Market:Tampa