Requisition No: 837266
Agency: Department of Health
Working Title: ADMINISTRATIVE ASSISTANT I - 64004464
Pay Plan: Career Service
Position Number: 64004464
Salary: $33,760.00 to $38,329.20
Posting Closing Date: 09/19/2024
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*This is an open fulltime Career Service Administrative Assistant I position at the Department of Health in Lee County.*

This is an administrative position responsible for providing complex administrative support facilitating the operations of the Department of Epidemiology. This position is responsible for digital archiving Epidemiology data and maintaining files associated with the data. Duties also include assisting clients on the phone and assisting coworkers with daily work as needed. Also performs filing and file retrieval, faxing, data entry, monitoring emails, purchasing and HR related tasks.

Independently develops and/or maintains system for organizing day-to-day department administrative functions. Functions include screens and responds to calls, reviews incoming correspondences, and follows up accordingly, addresses operational issues, reviews, and edits correspondence/paperwork requiring manager's approval and tracks and follows up on items. Maintains case files by adding new material to files and creating new files as necessary. Completes and updates epidemiology reports and logbooks. Records, drafts, and distributes meeting minutes for staff meetings and other meetings.

Composes responses for routine matters, manages e-mails, including Epidemiology e-mail box, and follows up accordingly. Researches issues and documents findings. Maintains calendar, schedules, meetings, and appointments. Receives and documents complaints of food borne illness and obtains food histories. Submits and tracks purchase orders, reviews invoices, and resolves identified problems and discrepancies. Completes HR related tasks. Maintains office equipment and office supplies.

Contacts physician offices to obtain case information and enters data into the Merlin reporting system. Assist with pre and post travel forms in the STMS system.

Coordinates meetings within Epidemiology Program and other departments within DOH-Lee. Receives and disseminates information related to planned meetings and reserves conference rooms.

Participates in epidemiological surge capacity activities and responses. Assists epidemiology program staff members in administrative work pertaining to communicable disease/outbreak investigations.

Provides administrative support to the Communicable Disease division and programs when requested. Ensures state vehicles assigned to the Epi Program receive maintenance at Fleet and maintains vehicle calendar.

This position has the responsible of being the Key Custodian for the Epidemiology secure area(s) at the JPD location and will perform related duties as defined in DOH 50-10.

Performs other duties as assigned.

Knowledge, skills and abilities, including utilization of equipment, required for the position:

• Knowledge of digital scanners and associated computer software for scanning programs
• Knowledge of office principles, practices & procedures
• Knowledge of correct spelling, punctuation & grammar usage
• Knowledge of standard business formats & styles for letters & business forms
• Knowledge of the techniques for effectively dealing with people
• Ability to follow office procedures & practices and read procedures
• Ability to plan, organize & coordinate work assignments
• Ability to communicate effectively working relationship with others
• Ability to understand, interpret & apply applicable rules, regulations, policies & procedures
• Ability to prioritize individual workload
• Ability to frequently bend, kneel, reach, and sit or stand for long periods of time, mobile for scanning
• Ability to lift and carry up to 50 pounds as needed
• Ability to frequently use telephone, computer, copier, and small hand tools, i.e., stapler, scissors, etc
• Ability to work with occasional loud noises or disruptions
• Ability to locate information that is listed alphabetically & numerically
• Ability to follow instructions
• Ability to review data for accuracy & completeness
• Ability to work independently or with minimal supervision

Minimum Qualifications Preferred:

• A bachelor's degree from an accredited college or university and one year of administrative experience.
• A master's degree from an accredited college or university can substitute for the required experience.
• Administrative or clerical experience can substitute on a year-for-year basis for the required college education.

Licensure/registration/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite): N/A

Other job-related requirements for this position:

• 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.

• Selected immunizations or titers and/or periodic screening for tuberculosis may be recommended for this position.
• This position will abide by all state and federal laws, rules, and DOH policies and procedures.
• Incumbent must possess a valid Florida Driver License and have a motor vehicle to carry out these duties.
• Transporting Confidential Information: This position is authorized to transport confidential information outside of established DOH-Lee facilities and must comply with parameters defined in DOHP 50-10.
• Sensitive Duties: This position is classified as sensitive. This individual will perform tasks defined as sensitive and handles confidential information. Background Screening is a condition of employment.

Working hours: (A) Daily from 8:00 a.m. to 5:00 p.m. (B) Total hours in workweek 40+40 (C) Explain any variation in work (split shift, rotation, etc.)

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:
Fort Myers

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.