Requisition No: 790623

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64068074 1

Position Number: 64068074

Salary: $31,200 - $38,000 annually

Posting Closing Date: 12/29/2022

Thank you for your interest in career opportunities with the Florida Department of Health in Pasco 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 Pasco 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.

Your Specific Responsibilities:

This is a high-level position who works in the Director’s office assisting senior managers in the coordination of administrative tasks and/or assignments which are complex in nature and very broad in objective with integration of diverse functions. Work involves the performance of administrative activities which involve independently planning administrative objectives and priorities. Work also involves the independent formulation, analysis, and recommendation of changes in policies, rules, and regulations.

Administrative duties in organizing and coordinating activities as directed in support of senior managers, coordinate with other administrative staff, anticipating organizational needs and keeping apprised of planned activities via written and oral communication and documented in calendars, follows up on meeting requests and confirming meeting times and locations. Manages travel arrangements and reimbursement documentation for Health Officer and other senior managers. Coordinates internal and external meetings, ensures meeting announcements are clear; prepares agendas and provides to attendees; takes minutes of meetings and maintains official meeting minutes. Reviews items submitted for senior managers signature ensuring actionable items are completed, information is complete, appropriate, and recommend solutions or courses of action if needed.

Responsible for daily administrative activities for DOH-Pasco and ensuring those activities follow DOHP-180-03 (Customer Focus Policy). Activities may include but not limited to answering phones, taking complete messages, determining appropriate caller referrals (internal or external), ensuring phone coverage, ensuring customer complaints are addressed, and organizational charts and distribution lists are updated regularly. Functions as the contact person for state approved vendors. Schedules vendor site visits and sends email notification of site visit.

Responsible for the messaging and updating of the phone tree. Serves as the liaison between DOH-Pasco and the vendor. Communicates changes and works with the vendor to ensure changes are seamless. Provides reports related to call center activity which include but are not limited to ACD time, RONA time, total calls, and Agent reports. Actively monitors call center activity to ensure calls are answered. Provides reports in Business Review Meetings for active strategy.

Shall serve as the Records Management Liaison Officer (RMLO) for DOH-Pasco and process all disposition requests. Serves as the Privacy Officer for DOH-Pasco to initiate, facilitate and promote activities to foster information privacy awareness within the organization. Adheres to security confidentiality policies and procedures of the Pasco County Health Department. Conducts annual training and monitors adherence to HIPAA policies. Communicates deficiencies, follows up for adherence, and provide corrective action plans to supervisors.

Internships, students, and volunteers - Coordinates with various programs and contract management to ensure those requesting to be engaged with DOH-Pasco have followed the proper process. Ensure agreements are in place and actively monitors so they do not lapse. Responds to requests and as necessary gathers information from volunteers and forwards to supervisors to see if they can accommodate the request. Reviews submitted application package for completeness and notifies HR to schedule fingerprinting as necessary. Maintains files ensuring compliance with 110 Volunteer Policy and maintains a tracking log of all volunteers/interns/students. Prepares and submits mandatory 110 reports as required. Works on special projects to research and prepare reports.

Point of contact for staff needing assistance with TRAIN including resetting passwords and general questions. Following training policy guidelines, inputs annual mandatory DOH training plans in learner accounts. Monitors completion and runs reports for administrator. Creates learner accounts for volunteers including input of required training and verifying completion before they start. Acts as back up for Personnel Liaison creating new learner accounts for new hires including input of mandatory new hire training plans. Responsible for entering and coordinating non-TRAIN training including verifying the training and running reports as requested.

Participates as a member of the safety committee including tracking and reporting trending incident reports to the committee and shared with staff communicated through Pasco in the Know. Acts as the point of contact for all incident reporting and relays necessary information to the appropriate staff including the safety committee based on recent incidents and corrective actions.

Performs other duties as required.

Required Knowledge, Skills, and Abilities:

Ability to prepare records and reports.

Ability to maintain strict confidentiality.

Ability to communicate effectively.

Have organizational skills.

Problem-solving skills.

Flexibility.

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. Must have a valid Florida Driver’s License. Must have reliable transportation. Adheres to security and confidentiality of medical records as they relate to policies and procedures of the Pasco County Health department. Records and certifies employee activity records weekly. Completes and submits accurate timesheet biweekly at the end of the pay period. Provides Customer Service in a professional and courteous manner. CONFIDENTIALITY: Incumbent may have access to records containing Social Security numbers in the performance of their job duties

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:

10841 Little Road

New Port Richey, FL 34654

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:

Your take home pay can be significantly influenced by your insurance premiums. Compare your current premium with the State of Florida employee premiums!

• Monthly employee premium for the standard PPO/HMO:
• Single coverage is $50
• Family coverage is $180
• Monthly employee premium for the High Deductible Health Plan PPO/HMO:
• Single coverage is $15
• Family coverage is $64.30
• 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, 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. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check.

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.

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.