Agency: Department of Health
Working Title: ADMINISTRATIVE ASSISTANT II - 64003856
Salary: $1,128.63 Biweekly
Posting Closing Date: 03/07/2018
FLORIDA DEPARTMENT OF HEALTH
IN ORANGE COUNTY
JOB OPPORTUNITY ANNOUNCMENT
OPEN COMPETITIVE APPOINTMENT
Class Title: Administrative Assistant II
Position Number: 64003856
Base Salary: $1,128.63 Biweekly
Location: 6101 Lake Ellenor Drive
Orlando, FL 32809
**Position subject to continued funding.
**NOTE: Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process. **
Starting January 1, 2012, tobacco products (use of cigarettes, cigars, pipes, e-cigarettes and smokeless tobacco products) will not be allowed to be consumed on Orange County Health Department property including buildings (interior and exterior), parking to comply with the Tobacco Free policy on any facility, campus, or building that is owned or leased by, or on behalf of, OCHD including: buildings (interior and exterior), walkways, parking lots, public and private vehicles parked in the lots, and any public sidewalks that fall within the OCHD facility boundaries. Any person who violates the Tobacco Free policy may be subject to disciplinary action.
JOB DUTIES AND RESPONSIBILITIES:
This is an Administrative Assistant II position assisting Nursing Administration Programs in facilitating the operations of the work units and performing administrative duties for the Executive Community Health Nursing Director as well as for specific programs as directed. Makes independent decisions and obtains solutions in the performance of duties. Provides clerical support to co-workers and supervisors.
Completes memos, reports, letters, forms, client information, travel, job descriptions, evaluations and documentation. This includes researching special assignments for report preparation. Proof reads material for correct spelling, punctuation and grammar usage. Submits computer requests and work orders to be completed. Maintains current information and updates of operating procedures, policies and CHD Guidelines. Ensures all new policies, procedures and other appropriate information are distributed to supervisors and employees. Reviews reports, forms and policies and advises staff on these matters. Updates, creates flyers/brochures, maintains electronic files and works closely with the IT department to maintain Share Point and webpages for designated programs.
Reviews budgets monthly for Nursing Directors Office programs and reports to the Director of Nursing. Works with the Nursing Director to create budget for the new fiscal year and completes entry of new fiscal year budgets in the FIRS Budget Module for Nursing Directors Office and other programs as needed to ensure accuracy and timeliness. Accurately and timely creates/maintains Purchase Orders in MyFlorida Market Place and works with the Business office to be compliant. Researches for vendors and cost of purchases. Orders supplies, receives invoices and reconciles in the SAMAS system.
Acts as the Information Custodian and maintains all personnel files under the Executive Community Health Nursing Director. Prepares Performance Appraisals for each program and forwards to supervisor for completion. Ensures that all supervisors are in compliance with the performance standards and ensures submission in a timely manner. Maintains and updates employee information when needed. Reviews, tracks, and acts as a liaison for all HR personnel action requests for Nursing Directors Office Programs which include preparing packets and CARs for advertisements/hires, resignations, reclassifications, and all other types of requests. Creates and maintains emergency contact listings for the programs.
Makes arrangements for meetings, travel and assures all forms are submitted for approval in the appropriate timeframe. Obtains and organizes material for supervisors use in meetings. Uses electronic calendar for meeting scheduling. Completes agenda, meeting minutes, and action register for Nursing Administration and Nursing Leadership HTM and all other meetings at the request of the Director of Nursing.
Assists the Nurse Educator with Nursing In-Service and training preparation and updating/reviewing policies & procedures. Also assists the Employee Health Nurse with clerical tasks and Fit Testing when needed.
Communicates with various departments, i.e. Budget, Fiscal, WIC, HIM, Purchasing and Human Resources to ensure compliance with rules and procedures.
Assists in conducting daily administrative activities of clerical staff and instructs them in various computer programs as well as office procedures and acts as back up for this staff. Fills in when necessary and acts as back up to clerical staff to ensure that work is completed. Provides oversight to ensure clerical activities are completed.
Other duties as assigned
KNOWLEDGE, SKILLS AND ABILITIES, INCLUDING UTILIZATION OF EQUIPMENT, REQUIRED FOR THE POSITION:
- Knowledge of administrative principles and practices.
- Knowledge of office procedures and practices.
- Knowledge of the methods of data collection.
- Knowledge of the principles and techniques of effective communication.
- Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
- Ability to prepare correspondence and administrative reports.
- Ability to understand and apply applicable rules, regulations, policies and procedures.
- Ability to utilize problem-solving techniques.
- Ability to work independently.
- Ability to plan, organize and coordinate work assignments.
- Ability to communicate effectively.
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• Post ID: 30285967 orlando