Requisition No: 826182 

Agency: Department of Health

Working Title: STAFF ASSISTANT - 64030947

 Pay Plan: Career Service

Position Number: 64030947 

Salary: $32,760.00-$36,036.00 

Posting Closing Date: 07/12/2024 

Total Compensation Estimator Tool

OPEN COMPETITIVE

Your Specific Responsibilities:

This position reports to the Operations Manager C of the Maternal & Child Health (MCH) Section in the Bureau of Family Health Services and Division of Community Health Promotion and provides direct staff support to professional staff within the unit as assigned, duties include, but are not limited to, the following:

Performs administrative functions including: scheduling meetings, developing meeting agendas and minutes, preparing correspondence, compiling information into logical formats (reports, memos, PowerPoint presentations, spreadsheets etc.), developing and maintaining records, and other related materials for the MCH Section, proofreads and edits written materials for appropriate sentence structure, flow and grammar; formats written reports and processes for routing to supervisor(s) for approval. Makes copies of correspondence, routes correspondence per procedure, maintains files and other documents. Serves as the lead receptionist for the MCH Section. Participates in staff meetings and other bureau and division development activities. Processes incoming and outgoing mail and distributes appropriately; ensures MCH shared office equipment (fax machine, printer, copier, etc.) is operational and supplied with needed materials. Responsible for maintaining the Section’s leave calendar and distributing the daily MCH Daily Leave Report.

Serves as the coordinator of the support staff team within the MCH Section. Trains other support staff as needed and rotates the back up support function with other support staff. Maintains the MCH Section’s Emergency Call Down list; MCH’s employee list and work numbers; and distribution lists. The coordinator is responsible for ensuring adequate daily support staff coverage; scheduling monthly support staff meetings; ensuring approved standardized processes and procedures are documented and implemented; arranging Section functions; is the point person for ordering monthly supplies; coordinates the removal or moving of office furniture; participates in agency wide functions as requested and acts as the safety person for the MCH Section.

Serves as the Human Resource (HR) liaison for the Section maintaining confidentiality of all HR related activities including, but not limited to: working with the bureau and division HR liaisons to resolve personnel questions/issues as they arise; creating and processing classification actions, establishing and implementing a new MCH employee orientation process and coordinating the new employee’s technology and office space needs; maintaining personnel files in compliance with established policies and procedures and assists unit supervisors by arranging interviews for vacancies.

Performs purchasing backup duties for the MCH Section, including monitoring, processing, approving, purchasing and payment of direct orders (DO’s) and commodity P-card purchases requiring use of MyFloridaMarketPlace (MFMP) and WORKS and ensuring compliance with established procedures. Collaborates with staff from various programs to assist with projects and assignments as they relate to processing purchase orders.

Assists with travel arrangements for MCH Section staff and processes travel authorizations and reimbursement vouchers within required timeframes. Develops, maintains, and updates directory of frequently used hotels, point of contacts, pricing and other pertinent information. Maintains office records and files for travel vouchers and reimbursements.

Performs other related duties and responsibilities as required.

Required Knowledge, Skills, and Abilities:

Knowledge, skills and abilities, including utilization of equipment, required for the position:Knowledge of: general office duties and public health care delivery systems; problem solving techniques; correct spelling, grammar and punctuation; and general DOH human resource regulations and policies. Skill in the use of standard software programs, including Microsoft Office & Adobe; establishing and maintaining effective interpersonal relationships; setting priorities; taking meeting minutes. Ability to set positive example for others and be a leader within an office setting; understand and apply applicable rules, regulations, policies, and procedures; think critically; collect, compile and organize information and data into logical format for presentations, reports, documents and other written and audiovisual materials; develop reports, manuals, policies and procedures; review information and data for accuracy and completeness; identify improvements and adjustments needed to ensure work efficiency and effectiveness; analyze processes, identify problems and potential solutions, implement corrective actions and evaluate the results; present negative findings in an effective manner; conduct basic research; plan, organize, prioritize and coordinate work assignments to ensure timely completion of quality, accurate work products; communicate effectively, verbally and in writing; and work effectively as part of a group or independently. 

Qualifications:

Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.

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:

Tallahassee, Florida

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 clicking here. All documentation is due by the close of the vacancy announcement.