Administrative Assistant Ii

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Requisition No:882604

Agency:
Department of Health

Working Title:

ADMINISTRATIVE ASSISTANT II -

The incumbent in this position is responsible for providing independent administrative support to the Office of Community Health and Planning and the West Perrine Health Center and will report directly to the Public Health Services Manager-SES. This position will work independently to implement administrative systems, procedures, policies and monitoring of administrative projects and special events within the Office of Community Health and Planning and the West Perrine Health Center.

The employee in this position will assist the Public Health Services Manager-SES by conducting administrative research, preparing reports, handling information requests, and performing clerical functions, work involves assignments, which are broad as to objective and content. Requires incumbent to work independently, make decisions and obtain solutions within the state guidelines. Sensitivity to confidential matters is a required component of this position.

The specific duties and responsibilities include:

Performing administrative duties for the Public Health Services Manager for the Office of Community Health and Planning. Responsibilities include screening calls; managing calendars; making travel, meeting and event arrangements; assisting with preparing reports and financial data; preparing and reply to correspondence, training other support staff; and customer relations and will be required to work with all levels of internal management and staff, as well as outside clients and vendors.

Serves as the back up to the personnel liaison.

Assist the Public Health Services Manager-SES with the day-to-day operation of the West Perrine Health Center. Responsibilities include covering center phone line, maintaining list of all programs and staff assigned to facility, maintaining list of all keys assigned to staff in addition to maintaining keys to facility. Assure that all needed OSHA, Workers Compensation and employees and patients’ rights posters are properly posted and maintained.

Submit the required purchase, tickets, and work orders needed for the facility. Work is to be performed in collaboration with the facilities supervisor. Assists with hosting building meetings, leads center events committee and organizes related events.

The employee will be responsible for ordering, receiving, and reconciling commodities in the state procurement system, My Florida Market Place  for the Office of Community Health and Planning, Tobacco Prevention and Control Program, and the West Perrine Health Center. Assist with bookkeeping/accounting functions as appropriate. Complete P-Card reconciliation and statistical reports and other office functions as needed.

Perform specific assignments, research and report preparation as directed by the Public Health Services Manager. Additionally, reviews records, reports, which require action and recommend solution or course of action. Assists in conducting daily administrative activities and/or directing special projects or activities. Assist in review of documentation and provide reports to management team.

The employee completes all assigned administrative functions for the Office of Community Health and Planning by providing necessary information to program personnel in a timely manner. Assure that timesheets and EARS are turned in by Program Managers and direct reports to Public Health Services Manager for processing.

The incumbent will be responsible for assisting with the clerical functions for the Consortium for a Healthier Miami-Dade with various projects, initiatives, and activities, which includes the Tobacco-Free Workgroup. Assist with Consortium activities, maintenance of directory and listserv, email notices as well as help with the scheduling/planning meetings and events for the Consortium for a Healthier Miami-Dade.

Performs other related duties as assigned.