ADMINISTRATIVE ASSISTANT I
PeopleFirst Florida HR - Florida

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OCCUPATION PROFILE

JOB FAMILY: OFFICE AND ADMINISTRATIVE SUPPORT

OCCUPATIONAL GROUP: OFFICE AND ADMINISTRATIVE SUPPORT

OCCUPATION: EXECUTIVE SECRETARIES AND ADMINISTRATIVE ASSISTANTS

43- 6011

DESCRIPTION

This is an independent administrative work assisting the Florida Department of Health in Miami Dade (FDOH – Dade CHD) Human Resource manager coordinating, evaluating and ensure compliance of the Pre-Screening Process and Requirements for FDOH –Dade CHD prospective employees, contractors and volunteers. Work involves assignments which are broad as to objective and content and require independently making decisions and obtaining solutions by operating within well-established policies, laws, rules, and guidelines.

DUTIES:

Conducts fingerprinting, submits background-check electronically and review results, follows up with background hits in initial level 2 background checks and 5 year re-screenings, obtaining the necessary information from legal and applicant to determine eligibility; Provides referral form and instructions for drug screening test and reviews results, Reports negative results to the appropriate parties, follows up for clearance; creates and issues employee identification badges.

Schedules/coordinates pre-employment background appointments; reviews, verifies and obtains identification documents, credentials and licenses as required by FDOH policy and procedures. Schedules/coordinates administrator’s final interviews and new hire/employee’s orientation. Ensure all supporting documents are forwarded to People First and Human Resource Management (HRM) as appropriate.

Verifies salaries for inequities Generates appointment and offer letters for new hires. Ensures completion of new hire sign –on forms. Compiles new hire packages for manages and HRM in Tallahassee, completes E-verify and I-9 logs. Follows up and assist employees and hiring manager to complete new employee information in People First.

Provides technical assistance relating to recruitment, hiring and screening to applicants, managers and human resources/personnel liaisons. Assists applicants to complete job application face to face or online as needed.

Acts as the Requisition Liaison manager for talent management portion of People First system. Conducts audit reviews of selection packages files ensuring compliance with the recruitment, EEO and other related policies and procedures. Reviews documents and/or contacts appropriate parties to ensure compliance with applicable statutory and regulatory requirements.

Conducts Quality Assurance and Quality Improvement audits for the processes of Act-Upon in People First, advertisement, recruitment and selection process. Follows up and assist employees and hiring manager to complete new employee information in People First. Including but not limited to e-mail address, emergency contact, direct deposit, Reviews results and provides recommendation on improving these processes. Monitors key activities identified to close the gap and ensure agency compliance

Maintains constant communication with the FDOH –Dade CHD manager on recruitment issues that might have a negative impact on the financial and morale of the organization.

Knowledge, skills and abilities, including utilization of equipment, required for the position
  • Knowledge of principles and procedures for personnel recruitment, selection, training, and personnel information systems
  • Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
  • Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Ability to communicate information and ideas in speaking so others will understand
  • Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document work flow and other activities relating to the improvement of operational and management practices.
  • Ability to plan, organize and coordinate work assignments.
  • Ability to establish and maintain effective working relationships with others.
  • Skills and Knowledge of electronic equipment, and computer hardware and software, including applications such as Excel, Word, Visio and power point
  • Bilingual in English and Spanish preferred
***Important Notice***

All responses provided to the qualifying questions for this vacancy advertisement must be verifiable on your State of Florida employment application.

This position requires a security background check and/or drug screening and participation in direct deposit.

Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check.

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 Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

Incumbent may be required to work during or beyond normal work hours or days in the event of an emergency. Emergency operations functions required of the incumbent include but are not limited to staffing special needs evacuation centers, or other emergency functions.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or the People First Service Center (1-877-562-7287). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

Pursuant to Chapter 295, Florida Statutes, eligible veterans and spouses of veterans who are Florida residents will receive preference in employment and are encouraged to apply. However, applicants claiming Veterans' Preference must attach supporting documentation with each application submission that includes character of service (for example, DD Form 214 Member Copy #4) along with documentation as required by Rule 55A-7, Florida Administrative Code. All documentation is due by the closing date of the vacancy announcement. Documentation is based on the type of veteran preference claim. For information on the supporting documentation required, click here .

Applicants may fax their supporting documentation to People First at 1-888-403-2110

If you have any questions regarding this advertisement, please contact Rosa Caba at (786) 336-1291. Please be ready to provide the advertisement number.

REGISTRATION REQUIREMENTS

EFFECTIVE 7/01/02

PeopleFirst Florida HR - 8 months ago - save job
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