Job Location : Tallahassee,FL, USA
Requisition No: 860255 Agency: Department of Health Working Title: ADMINISTRATIVE SECRETARY - 64068215 Pay Plan: Career Service Position Number: 64068215 Salary: $34,760.00-$38,236.00 Posting Closing Date: 09/09/2025 Total Compensation Estimator Tool Open Competitive Your Specific Responsibilities: 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. Required Knowledge, Skills, and Abilities: 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. 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. 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, FloridaThe 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: