ADMINISTRATIVE ASSISTANT II

Full Time
Tampa, FL 33612
Posted
Job description

Requisition No: 795057

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - 64026342

Position Number: 64026342

Salary: $1,320.00 - $1,525.38 Biweekly

Posting Closing Date: 03/01/2023

FLORIDA DEPARTMENT OF HEALTH - OPEN COMPETITIVE OPPORTUNITY

Bureau of Public Health Laboratories

Tampa Laboratory

Salary Range: $1,320.00 - $1,525.38 Biweekly

SALARY WILL BE BASED ON CURRENT STATE EMPLOYMENT AS WELL AS SKILL AND EXPERTISE


Your Specific Responsibilities:

This is a professional administrative position assigned to the Bureau of Public Health Laboratories in Tampa. Work is performed under minimal supervision.


Processes a wide variety of correspondence for the Laboratory Director and Assistant Director, referencing various sources to complete routine and special administrative projects, as needed. Prepares administrative reports and summaries. Maintains up-to-date files on all correspondence (received and sent). Maintains inventory of office supplies, administrative forms, and information related to purchase requisitions. Answers telephone calls for the Laboratory Director and Assistant Director, appropriately and independently responding to inquiries. Receives, opens and routes articles of mail, screens for items that can be handled without the attention of the Laboratory Director and Assistant Director, and initiates follow-up with notification to them. Schedules appointments and makes travel arrangements for the Laboratory Director, and processes for payment, all employees’ travel expenses.


Assists the supervisors and the Bureau’s assigned personnel liaisons with the hiring process for all Tampa Laboratory state positions, including non-employee positions (Contract, Volunteer, Interns), to ensure that require recruitment and selection and background screening documentation is scanned and forwarded to the Personnel Liaisons for uploading to the Recruitment Tickets. Keeps an open line of communication between the supervisors within the Tampa Laboratory and the Bureau’s assigned personnel liaisons. Schedules appointments for new employees and non-employees for fingerprinting, hepatitis screening, mandatory baseline blood, and 2-step Tuberculosis test.


Assists the Laboratory supervisors in the new employee onboarding by providing employees with an orientation regarding departmental policies, rules, regulations, and procedures, as well as division and laboratory internal processes and guidelines.

Maintains all information regarding building security, including assignment of key cards and key fobs for all employees, and maintaining secure and accurate inventory of key card/key fob assignment. Assures that each employee receives a safety course given by the Safety Officer. Issues the necessary security badges and instructs on “how to use.”


Maintains all CDC Select Agent Program (SAP) documents in a secure manner. Process CDC SAP paperwork for new registrants.


Coordinates scheduling of the large conference room, which includes utilization by CHD and Tallahassee headquarters staff. Operates and maintains video conferencing equipment.


Serves as records management supervisor for the laboratory, assuring that statutes for record upkeep are met and approvals for destruction obtained and carried out.


Performs other related duties as may be required, including, but not limited to, attending administrative meetings along with superiors and the performance of committee appointed duties.


Required Knowledge, Skills, and Abilities:

Knowledge of administrative principles and practices.

Knowledge of office procedures and practices.

Ability to collect, evaluate and analyze data relating to administrative functions.

Ability to prepare correspondence and administrative reports.

Ability to work independently and communicate effectively.

Ability to plan, organize and coordinate work assignments.


Qualifications:

Minimum - High School Diploma or Equivalent.

Preferred - 2 years of Administrative 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:

Tampa, 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.


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.

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