Administrative Assistant Ii - 64044993

Administrative Assistant II

This is an Administrative Assistant II position providing administrative support to a large professional staff in the Environmental Public Health Program. Responsibilities of this position require a broad knowledge of departmental procedures and program activities and call for independent completion of highly specialized administrative responsibilities. Work is performed under the supervision of the Office Operations Manager II - SES. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions.

This position is designated as a managerial position and is required to maintain confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security, Policy, Protocols and Procedures.

Confers with section chiefs in determining commodity needs. Furnish them with information concerning prices for needed materials, supplies and equipment. Recommends sources of supply in accordance with contract vendors. Prepares and approves all requisitions and invoices for all equipment, office supplies and printed material on the My Florida Market Place (MFMP) system and responsible for training other staff in the use of the system.

Maintains an inventory of supplies and forms assuring there is always an adequate supply on hand to meet the needs of the program. Maintains regular communication with Purchasing Agent regarding contracts, and price quotes. Contacts potential vendors and gets them to register on the MFMP. Communicates with vendors to check and verify specified prices. Coordinates meetings with vendors to obtain price quotes.

Assists vendors on questions or problems concerning orders. Notifies General Services and vendors of errors/omissions or shipping discrepancies. Submits telephone repair and ordering requests to IRM. Maintains an inventory of all equipment, asset numbers and location. Prepares work orders on requests to have furniture moved, repair work done, and the auditorium set up for meetings. Maintains all purchase records. Meets with Budget Manager to track spending for supplies and equipment.

Assists Environmental Administrators and Managers in the coordination of vendor activities within the program to ensure adherence to the State purchasing guidelines. Assists the Director and other supervisory staff in conducting various administrative functions relating to fiscal, personnel, purchasing equipment; researches and gathers data for administrative decisions. Disseminates information, directives and policies for the Director to the staff. Assists in compiling information and data to be used in reports, meetings and presentations Maintains confidentiality in all personnel matters.

Plans staff and management program meetings. Prepares and updates Continuity of Operations Plans (COOP). Coordinates administrative and technical support staff activities including but not limited to, meetings and special projects. Coordinates with the program Supervisors regarding the office set-up for the new staff. Serves as backup to Accountant I to ensure continuance of services. Maintains records and repair schedules for a fleet of county vehicles.

Notifies supervisors when vehicles are due for service. Prepares and submit odometer reports to General Services. Performs analyses of consumable expenses for agency owned vehicles as well as for repair costs. Assists the Administrative Assistant II in maintaining a locked box for all keys for county vehicles, building and equipment. Assists with disaster preparation and emergency response for the program by ordering all necessary supplies and equipment.

Prepares kits to go in each county vehicle. Works closely with program Director and supervisors to assure all required supplies are ordered and made available. Coordinates vehicle assignment and ensures vehicles are available and ready to be used in disaster response. Provides the program supervisors the incident/accident reports as needed. Participate in the standard activities;
Outreach, Suggestions, and/or Teamwork. Performs other duties as assigned.

Knowledge, skills and abilities, including utilization of equipment, required for the position:
Knowledge of Administration principles and practices. Knowledge of methods of method of data collection. Knowledge of office procedures and practices. Ability to collect and analyze data. 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. Ability to establish and maintain effective working relationships with others.

• Incumbent may be required to work before, during and/or beyond normal work hours or days in…