ADMINISTRATIVE ASSISTANT II - 64080840

Requisition No: 846217 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - 64080840

 Pay Plan: Career Service

Position Number: 64080840 

Salary:  $33,760.00 

Posting Closing Date: 02/09/2025 

Total Compensation Estimator Tool

Department of Health

Division of Medical Quality Assurance

Bureau of Enforcement

Investigative Services Unit – Headquarters

**Open Competitive Opportunity**

Full-time Career Service Position

Annual Salary: $33,760.00

 

*This position offers the possibility of teleworking full time*

 

Your Specific Responsibilities:

The incumbent in this position performs complex administrative work, with limited supervision, that is diverse in nature and requires independent and solid decision-making skills. The incumbent routinely handles highly sensitive and confidential information. The incumbent coordinates and communicates with 11 ISU field offices along with other units within MQA and outside entities.

• Processes and orders subpoenas for statewide field offices, assigns form numbers for newly created forms. Serves as TRAIN Administrator. Safety and ServFL (Everbridge).
• Coordinator for the unit, responds to internal email requests for ISU HQ assistance and forwards files to SPS.
• Creates and sends out delegations for HQ management staff.
• Prepares, coordinates and tracks requests to incur travel to hold meetings and trainings (six meetings located throughout the state; two basic investigator trainings and one annual investigator training).
• Coordinates and provides support for annual inspector and investigator training and quarterly manager, district manager and desk guide meetings.
• Coordinates annual administrative support training seminars and quarterly support staff conference calls.
• Serves as liaison to training committee to ensure that the annual administrative support staff conference meets the training needs of the State.
• Travel liaison and provides training to new administrative staff throughout the state.
• Responsible for management of statewide vehicle fleet. Duties include coordination of: Monthly logs, SunPass, Data Fuel Cards, and vehicle accidents. Conducts audits on SunPass and Data Fuel Cards to ensure compliance and proper reporting.
• Coordinates and makes travel arrangements for ISU HQ staff, ensuring departmental procedures are followed. Enters travel approved by the Deputy Secretary into SharePoint.
• Provides support for annual/regional investigator and inspector trainings, biannual basic investigator training and quarterly district manager, manager, and desk guide meetings. Copies material upon request and prepares materials for meetings and mailings.
• Maintains current information on DOH, MQA & ISU administrative policies and procedures and desk guides and applies these to daily routine matters.
• Independently handles requests from field offices and provides guidance concerning administrative and technical issues. 
• Makes purchases for the office with state issued purchasing card, serves as the delegated FLAIR charge approver for the office, and processes and pays office invoices.
• Secures and manages cell phone and copier contracts for the office.
• Prepares reports and spreadsheets as requested by management.
• Performs other duties as required.

 

Required Knowledge, Skills, and Abilities:

Proficient computer skills to include Word, Excel, PowerPoint and Outlook; knowledge of computer data bases; knowledge and use of the compliance management system and licensing system used by the Agency; knowledge of laws, legal codes, court procedures and government rules & regulations; knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar; understanding written sentences and paragraphs in work related documents; communicating effectively with others verbally and in writing; talking to others to effectively convey information; ability to establish and maintain effective working relationships with others; listening to what other people are saying and asking questions as appropriate; conduct fact-finding research; knowledge of the methods of data collection and analysis; organize data into logical format for presentation in reports, documents and other written materials; knowing how to find information and identifying essential information; finding ways to structure or classify multiple pieces of information; ability to plan, organize and prioritize work assignments; ability to work independently; ability to maintain a high degree of accuracy and close attention to detail; effectively manage time; make sound judgements; ability to maintain strict confidentiality.

 

Preferred Qualifications:

• Associate degree or equivalent from an accredited college or university; OR
• A High School Diploma or equivalent; AND
• Two (2) years of professional experience to include data entry, case management, reviewing or auditing documents for specific criteria; applying applicable laws, rules, regulations, policies, and procedures; researching and gathering data; preparing reports and correspondence; travel arrangement preparation; and office purchasing responsibilities.
• Must have a valid driver’s license, satisfactorily complete a background investigation, fingerprinting, and participation in direct deposit are requirements for employment.

 

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:

Office location – Tallahassee, FL

 

*This position offers the ability to telework after completing an initial training in Tallahassee, FL. Incumbent will be subject to frequent travel throughout Florida for meetings and trainings*

 

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 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. 

Salary : $33,760