What are the responsibilities and job description for the ADMINISTRATIVE SECRETARY position at The State of Florida?
Requisition No: 844983
Agency: Department of Health
Working Title: ADMINISTRATIVE SECRETARY - 64041839
Pay Plan: Career Service
Position Number: 64041839
Salary: $1,427.58 biweekly
Posting Closing Date: 01/21/2025
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Thank you for your interest in career opportunities with the Florida Department of Health in Pinellas County. If you are looking to establish a successful career in Public Health, you have come to the right place. Many of our innovative and successful health programs are recognized throughout Florida. We hope you decide to join our team! Applicants will be contacted directly if selected for an interview.
The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Pinellas County in its mission to protect, promote and improve the health of all people in Florida through integrated state, county and community efforts and its efforts and its vision To be 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.
The incumbent in this position provides administrative support to the Health Services Manager in the performance of his/her job responsibilities in overseeing the Childcare Licensing Program within the Environmental Health section of the Florida Department of Health in Pinellas. Meets or exceeds SMART performance expectations including but not limited to: ensuring that inspections are accurate and timely, ensuring statistical reporting is accurate and timely, and that licensing checklists are complete and accurate.
The incumbent communicates effectively with staff in order to help motivate, assist others in meeting program goals and objectives, plan activities and monitors work accomplishments. The incumbent assists staff with solving difficult problems and establishes and ensures for an accurate filing system for all program correspondence and documents. The incumbent screens and routes telephone calls and visitors; takes messages as appropriate; provides information and assistance. The incumbent prepares correspondence for mailing; copies and processes material for staff distribution and ensures for the preparation and submittal of mileage reimbursement forms, DARS, timesheets, etc., for staff. The incumbent completes agency forms as required, and prepares and types meeting agendas, minutes, invoice processing, contract reviews, annual & budget reports, letters & memos for transmission. The incumbent monitors the program budget, and attends periodic staff meetings, in-service training, and utilizes available personal improvement training opportunities. The incumbent will be capable of completion of assigned program tasks with minimal direct supervision.
Your Specific Responsibilities:
Purchasing Related Duties:
- Participates in the maintenance and purchasing of program supplies, equipment, and materials. Maintain familiarity and competence with the automated purchase requisition system (WORKS) and the My Florida Marketplace (MFMP) system.
- Makes or approves purchases for official state business using the purchasing card in compliance with Florida Law and DOH rules and regulations governing purchasing policies and the established guidelines for use. These include, Florida Administrative Code 60A-1, FAC, Florida Statute Chapter 215, FS – Financial Matters, and Chapter 287, Part 1, FS –Commodities, Insurance and Contractual Services.
- Makes independent judgments toward the solution of problem situations. Organizes and completes projects, as assigned, within established schedules. Provide back-up support to other program support staff during their absence.
Board Related Duties:
- Supports the executive director to the Pinellas County Licensing Board and serves as the Board Recorder.
- Responsible for assisting in setting up meetings, preparing reports to the board regarding financial information, and compiling information on licensure recommendations.
- Compiles enforcement action information, preparing recommendations relating to rule changes for board approval, maintaining board records and correspondence as well as other reports for the members of the Licensing Board.
- Assists the manager with their duties in meeting the requirements of all contracts relating to financial and operational activities of the childcare program.
Knowledge, skills, and abilities, including utilization of equipment, required for the position:
Knowledge of office procedures and practices.
Knowledge of the principles and techniques of effective communication.
Knowledge of the methods of data collection
Knowledge of and proficiency in utilizing Office software programs.
Ability to maintain strict confidentiality.
Ability to deal with the public in a tactful and courteous manger.
Ability to work independently.
Ability to utilize problem-solving techniques.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively.
Ability to create formal meeting minutes.
Ability to establish and maintain effective working relationships with others.
Minimum Qualifications:
High school diploma or equivalent.
Access to reliable transportation on a daily basis.
Where You Will Work:
8751 Ulmerton Road
Largo, FL 33771
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.
Salary : $1,428
