Civil service administrative officer


Company: State of Florida

Job description: Requisition No: 831682Agency: Department of HealthWorking Title: OPS ADMINISTRATIVE SECRETARY – 64801437Pay Plan: TempPosition Number: 64801437Salary: $16.00/HourPosting Closing Date: 07/06/2024Total Compensation EstimatorOPEN COMPETITIVEYour Specific Responsibilities:This position acts as the administrative secretarial support for the Adolescent & Reproductive Health Section. This position ensures that all affiliated responsibilities are carried out in an efficient and effective manner. This position reports to the Section Administrator.Duties include but are not limited to: Serves as receptionist for office, greeting, and routing visitors; routes phone calls to appropriate staff; may respond to routine questions pertaining to program operations. Coordinate and schedule meetings/trainings/appointments for staff including location, room set-up and preparing materials. Assists staff by providing telephone support and answering phones, working cooperatively with other program support staff in maintaining phone coverage for other programs as necessary. Make copies, scan documents, and shred items as needed.Prepares and processes routine correspondence and reports including tracking of routing folders and documents in a manner consistent with DOH policies and procedures, including the Division and Bureau processes. Draft response to ZZZZ Feedback inquiries. Update photo directory and seating chart quarterly. Taking meeting minutes as necessary. Maintains filing system consistent with DOH policies. Updates bureau intranet and internet websites as necessary. Responsible for processing incoming and outgoing mail. Maintains a warehouse log to track all incoming and outgoing inventory and responds to requests for program materials.Performs all purchasing duties, including ordering supplies, program materials, or equipment either by preparing purchase orders in Ariba on Demand (AOD) or using the Purchasing Card (P-Card), tracking expenditures and monthly reconciliation reports. Maintains a working knowledge of computer software programs required to perform duties, i.e., MS Office, E-Quotes, My Florida Market Place, AOD, and department online systems: FLAIR, FIS, and RDS.Assists the Family Planning and Adolescent Health programs with special projects and duties such as technical assistance training, program reviews and reports. Helps as needed with editing, information processing and duties as assigned to help program and projects run smoothly.Responsible for knowing travel system (STMS) in order to be reference and give guidance to staff. Monitors SunPass log.Serve as back-up to other support staff within the Bureau. Serves as a resource person for clerical staff. Performs other related duties as required.Required Knowledge, Skills, and Abilities:Knowledge, skills and abilities, including utilization of equipment, required for the position: Knowledge of standard business formats and styles for letters and business forms; ability to use Microsoft Word, Excel, Outlook, Teams, MFMP, AOD, E-Quote, and Visio programs; ability to spell, use punctuation and grammar; ability to collect, compile, and organize files and records; office procedures and practices; principles and techniques of effective communication; methods of data collection; skill in typing and the use of computer programs; ability to take and transcribe notes; organizes files and other records; organize and prioritize work assignments into logical formats for presentation in reports, documents, and other written materials; works independently; establishes and maintains effective working relationships with others; handle a multi-line telephone system and answer calls in a courteous and effective manner; plans, organizes, and coordinates work assignments; treat internal and external customers with courtesy, respect and dignity; ability to work under pressure and present a positive public image.Qualifications: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. The incumbent may have access to records containing social security numbers in the performance of job duties. Purchasing Card – Assigned Purchasing Card responsibilities.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:Tallahassee, FLWorking for the State of Florida is more than a paycheck. As an OPS employee, the benefits below are available:

  • State of Florida 401(a) FICA Alternative Plan (mandatory)
  • Participation in state group insurance (upon meeting eligibility requirements. Consult with People First and/or the serving HR office)
  • Workers’ Compensation (mandatory, if needed)
  • Reemployment Assistance (Unemployment Compensation) (mandatory, if needed)
  • Deferred Compensation (voluntary)
  • Employee Assistance Program (voluntary)
  • And more!

For a more complete list of benefits, including monthly costs, visit .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.govIf 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.

Expected salary: $16 per hour

Location: Tallahassee, FL

Job date: Sun, 23 Jun 2024 06:54:52 GMT

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