Administrative Assistant

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Agency:
Department of Health

Working Title:

ADMINISTRATIVE ASSISTANT I -

This is an administrative assistant position performing a variety of duties requiring independent decision-making responsibility for the Environmental Health and Engineering Division. The incumbent in this position is responsible for providing and maintaining an electronic filing system for the Swimming Pool program and providing timely responses to public record requests.

Maintains centralized electronic filing system which entails:
Scanning existing and new physical files and updating information in electronic database; and maintaining existing physical files when necessary. Add records to accounts and create folders as deemed necessary. Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information. Review files, records, and other documents to obtain information to respond to requests.

Routinely purge files as per policy.

Provide information for public records requests. Identify records, create invoice, and process payments for requests.

Screen applications for completeness and duplication of accounts in EHD. Input information from DOH applications into EHD and complete all details required by the database.

Answers, handles, and directs telephone calls for the Environmental Health Division; provides routine answers to the public of a non-technical nature. Routes all complaints and requests for services to the program manager and or supervisors. Composes and sends routine correspondence via email of a non-technical nature. Emails and mails applications/permits/invoices as requested.

Schedules appointments, teleconferences, meetings and maintains calendars. Schedules and coordinates staff and other meetings. Prepares communications, such as memos, emails, invoices, reports, and other correspondences.

Performs all other duties as assigned.

• Knowledge of correct spelling, punctuation and grammar.
• Ability to alphabetize and file. Ability to communicate orally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Knowledge of computer software including Microsoft software including WORD and EXCEL.
• Ability to type.

Minimum-

Customer service experience, experience working in an administrative or clerical setting.

Preference-

Incumbent in this position is preferred to be bilingual in English/Spanish

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.

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

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…