ADMINISTRATIVE ASSISTANT II - SES
PeopleFirst Florida HR - Hillsborough County, FL

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Internal Agency Only Advertisement: Only current Florida Department of Health employees are eligible to be considered for this position .

Thank you for your interest in career opportunities with the Hillsborough County Health Department. If you're looking to build a great career in public health - you've come to the right place. Many of our innovative and successful health programs are recognized throughout Florida. We hope you decide to join this team and make the Hillsborough County Health Department your employer of choice.

As part of our benefits plan, we offer a contributory retirement plan, several choices of health insurances, dental plans, deferred compensation plans, disability insurances, etc. Also included are tuition waivers to attend USF/HCC, Nurse’s Forgiveness Program, Sprint, Verizon and computer discounts. Located in the employment section is additional information on benefits go to www.hillscountyhealth.org

We prefer that all applications be completed online with People First - no faxed or mailed applications will be accepted by the agency. Responses to qualifying questions must be verifiable by experience stated on employment application. Applicants will be contacted directly if selected for an interview.

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

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.

Emergency Duty Responsibilities - In the event of emergency (any threat of disaster or disaster), employees may be required to perform emergency operations functions. Must be willing to work during/beyond normal work hours/days in the event of a disaster.

Successful applicant must pass a background investigation. Direct deposit of salary is a condition of employment. Applicants who require an accommodation in order to participate in the application/selection process are asked to notify People First in advance.

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.

OCCUPATION PROFILE

JOB FAMILY: OFFICE AND ADMINISTRATIVE SUPPORT

OCCUPATIONAL GROUP: OFFICE AND ADMINISTRATIVE SUPPORT

OCCUPATION: EXECUTIVE SECRETARIES AND ADMINISTRATIVE ASSISTANTS

43-6011

**Current State Employees - Salary Notes: Salary for current employees is based on employee’s payband/paygrade. Salary for promotions will be based on budget availability and normally will not exceed 5% of the employee’s current salary.

DESCRIPTION

This position reports directly to the Senior Human Services Program Manager - SES. Supervises Senior Clerks, Public Assistant Specialists, and Record Technicians providing WIC services at assigned site(s). This individual is responsible for performing day-to-day office functions, compiling and analyzing data and providing general support services to the assigned Nutrition clinic. Is responsible for ensuring the timely completion of work so that there is no interruption of WIC/Nutrition services. Requires independent decision making to achieve resolution of problems; is expected to independently initiate special projects; interpret policy related to assigned job responsibilities; formulate projections and recommendations; and make other independent conclusions based on available information and data.

Supervision/Leadership

The supervisor conducts meetings with staff to discuss performance, disseminate information, obtain employee feedback, and ensure staff are abiding by established policies and procedures. Motivates employees through coaching and training to improve the quality of work performed and to improve client satisfaction. Submits written performance evaluation(s) for all subordinates within the required timeframe. Assesses the proficiency and competency level of all new clerical staff until the end of their probationary period as frequently as required. Ensures that new clerical staff is completing the Nutrition modules within 6 months of hire. Ensures that clerical staff is providing interactive nutrition when providing newsletters. Promotes and practices the mission, vision, values, and principles of the HCHD. Attends BSTP-HR and LDO trainings that help to build supervisory and leadership skills.

This individual will be responsible for all supervisory duties including, but not limited to, hiring and selection, developing performance plans, planning and directing their work, reviewing and approving leave, and taking disciplinary action as appropriate. Adjusts site schedules, work, and duties as needed to accommodate staffing and client needs of Agency. Posts staffing requisition in People First for staff vacancies and conducts hiring duties to fill position with qualified candidates. Conducts new employee on boarding and assures that new employees attend NEO training within 3-6 months of hire. Trains and evaluates new clerical staff on the WIC Data System, WIC Program Policies and Procedures, and HCHD Policies and Procedures.

Clinic Operations and Quality Control

Maintains check stubs, voided checks, and closed client records. Verifies check stubs numeric order and prepares for storage. Verifies voided checks and prepares them for destruction. Prepares closed records for storage. Verifies WIC Food Instrument, ID card, and Special Formula inventories by documentation of physical count. Assists with the reconciliation of the property inventory. Ensures completion of end of the day procedures, to include the reconciliation of all checks used daily. Checks reports for accuracy. Collects voter registration forms and voter preference report from WIC data system and ensures that registration forms are sent to Office of Elections within 5 days of client completion.

Individual is a C-team member. Responsible for a P-card for purchasing. Utilizes MFMP and SAMAS. Monitoring of budget and assuring purchases are correctly coded. Ensures reconciliations are done correctly and within required timeframe. Places orders for office supplies as needed for their clinic. Receives from main office the special formula, food instruments, ID/VOC cards and office supplies. Responsible for the inventory and reconciliation of all special formula. Maintains perpetual inventory, reconciles perpetual inventory with physical inventory for Administrative office. Analyzes computerized inventory submitted to ensure inventory is balanced. Researches/documents discrepancies, resolves issues, and report's findings to appropriate area supervisor. This position is in compliance with and monitors compliance (when applicable) of the mandatory requirements in Section 215.422, Florida Statures, and Chapter 3A-24, Florida Administrative Code.

Conducts quality assurance reviews and chart audits as assigned by the SPHNS. Prepares and analyzes work production reports and recommends improvements to SPHNS. Reviews quarterly Q/A reviews and develops clinic corrective action plan (CAP) with the assistance of PHNS and clinic staff. Collaborates with Q/A team to develop any needed staff trainings based on Q/A review results and CAPs. Assists SPHNS in assuring all necessary reports and outcomes for the Nutrition/WIC program are met. Monitors key process indicators for assigned clinic and assures staff members are completing duties which may affect the outcome of these indicators (1 st trimester entry, second nutrition contact rate, breastfeeding initiation and duration, obesity rate, caseload, customer service). Helps to decrease rate of duplicate enrollees by investigating each duplication and sending duplicate ID information to HCHD main WIC office.

Customer/Community

Handles client complaints, resolves issues or concerns as needed, and insures that problems are resolved on a timely basis. Designs, implements, and monitors the appointment template for efficiency and to maximize clinic flow. Makes changes to the client schedule as requested. Advises areas and unit supervisors on client appointment issues. Organize, oversee and conduct training and education to internal and external customers.

Issues checks and performs related duties to serve WIC clients in the absence of the Senior Clerk. Organizes and maintains WIC administrative files. Maintain confidentiality of records when required. Support and promote Nutrition/WIC outreach and marketing. Attends meetings, travels to clinics and performs other duties as assigned by SPHNS. Employee works for the HCHD and at times will be scheduled to work in other locations.

Cultural Transformation

A ssists SPHNS with the execution of activities associated with performance improvement and cultural transformation. Promotes cultural transformation through building trust, open communications, and keeping commitments of team priorities. Begins to practice cultural transformation techniques (trust building behaviors, 7 habits, crucial conversations) and uses cultural transformation terminology to education direct reports and continue the passing of knowledge to all levels of the HCHD.

EXAMPLES OF WORK

Supervises employees by assigning work, reviewing progress and assessing performance.

Coordinates and directs office services, such as records and budget preparation, contact management and personnel, and related duties to aid executives.

Assists in the preparation of budgets, budget amendments and budget requests.

Prepares and maintains records and reports, such as recommendations for solutions of administrative problems, reports, financial reports, applications and administrative orders.

Files, maintains, arranges for storage, retrieves or reproduces documents, records, and reports.

Analyzes operating practices and procedures to create new or to revise existing methods.

Reviews, assigns, prepares and tracks correspondence assignments.

Reviews and prepares agenda materials.

Maintains various databases.

Coordinates legislative work.

Interprets administrative and operating policies and procedures.

Studies management methods to improve workflow, simplify reporting procedures, or implement cost reductions.

Plans meetings and/or conferences and travel.

Reads and responds to correspondence.

Represents executive at meetings and on telephone.

Assists with preparation of publications and other materials.

EXAMPLES OF JOB CHARACTERISTICS

Performing Administrative Activities

Approving requests, handling paperwork, and performing day-to-day administrative tasks.

Communicating With Other Workers

Providing information to supervisors, fellow workers, and subordinates. This information can be exchanged face-to-face, in writing, or via telephone/electronic transfer.

Analyzing Data or Information

Identifying underlying principles, reasons, or facts by breaking down information or data into separate parts.

Getting Information Needed to do the Job

Observing, receiving, and otherwise obtaining information from all relevant sources.

Processing Information

Compiling, coding, categorizing, calculating, tabulating, auditing, verifying, or processing information or data.

Monitoring and Controlling Resources

Monitoring and controlling resources and overseeing the spending of money.

Coordinating Work and Activities of Others

Coordinating members of a work group to accomplish tasks.

Interpreting Meaning of Information to Others

Translating or explaining what information means and how it can be understood or used to support responses or feedback to others.

Making Decisions and Solving Problems

Combining, evaluating, and reasoning with information and data to make decisions and solve problems. These processes involve making decisions about the relative importance of information and choosing the best solution.

Establishing and Maintaining Relationships

Developing constructive and cooperative working relationships with others.

EXAMPLES OF KNOWLEDGE, SKILLS AND ABILITIES

Reading Comprehension

Understanding written sentences and paragraphs in work related documents

Writing

Communicating effectively with others in writing as indicated by the needs of the audience

Coordination

Adjusting actions in relation to others' actions

Synthesis/Reorganization

Reorganizing information to get a better approach to problems or tasks

Time Management

Managing one's own time and the time of others

Speaking

Talking to others to effectively convey information

Information Gathering

Knowing how to find information and identifying essential information

Monitoring

Assessing how well one is doing when learning or doing something

Active Listening

Listening to what other people are saying and asking questions as appropriate

Management of Material Resources

Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work

Clerical

Knowledge of administrative and clerical procedures and systems

Administration and Management

Knowledge of principles and processes involved in business and organizational planning, coordination, and execution. This may include strategic planning, resource allocation, manpower modeling, leadership techniques, and production methods

Computer

Knowledge of computer software including applications

LICENSURE, CERTIFICATION OR REGISTRATION REQUIREMENTS

EFFECTIVE 7/01/02

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