ADMINISTRATIVE SECRETARY - Florida State Jobs : Job Details

This position serves as the administrative support for the Violence and Injury Prevention 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:

Serve as receptionist for office, greeting and routing visitors; routing calls to appropriate staff from mainline; may respond to routine questions pertaining to program or department operations. 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. Serve as backup to other support staff within the Bureau.

Support daily administrative operations of the VIP Section including routing and tracking correspondence and other documents in a manner consistent with DOH policies and procedures. Draft responses to ZZZZ inquiries and incoming and outgoing mail; utilizing MS Office, E-Quotes, My Florida Market Place, and department online systems including Workflow, WORKS, FLAIR, and FIS.

Coordinate and schedule meetings/trainings/appointments for staff including location, room setup and preparing materials, taking meeting minutes as necessary. Prepares records for destruction and retention and serves as the section custodian. Submit files to the record retention center as needed. Maintain a log to track all incoming and outgoing inventory and responds to requests for program materials. Facilitate shipping of materials to community partners and the public when required.

Process registrations for swim instructors in the online Swim Lesson Voucher Portal, including verification of required certification and other information. Contact instructors via phone or email to request additional information or documentation; provide technical assistance and training when required; work with local departments of health for recruitment of instructors. Update and maintain approved vendor/instructor list and map, working with DOH staff to update the website.

Perform purchasing duties, including routing purchase approval forms via email, ordering and maintaining office supplies, program materials, and equipment by preparing purchase orders in My Florida Market Place (ARIBA) or using the Purchasing Card (P-Card), tracking expenditures and monthly reconciliation reports. Initiate annual blanket purchase orders including the storage Center, the Register, UPS, Department of State Record Storage, SAS Licensure, and process payments for blanket purchase orders. Maintain electronic filing system consistent with DOH policies.

Additional duties as assigned.

Knowledge of standard business formats and styles for letters and business forms; ability to use Microsoft Word, Excel, Outlook, MFMP, EQuote, 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.

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.

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

To be the Healthiest State in the Nation.

Innovation: We search for creative solutions and manage resources wisely.

Collaboration: We use teamwork to achieve common goals & solve problems.

Accountability: We perform with integrity & respect.

Responsiveness: We achieve our mission by serving our customers & engaging our partners.

Excellence: We promote quality outcomes through learning & continuous performance improvement.

Tallahassee, 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 visit www.myfrs.com. For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.

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.

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.

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.

Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.

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-###-####). 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.