Requisition No: 851201
Agency: Department of Health
Working Title: ADMINISTRATIVE ASSISTANT II -
Pay Plan: Career Service
Position Number:
Salary: $41,723.76
Posting Closing Date: 04/27/2025
Total Compensation Estimator Tool ANTICIPATED VACANCY Job posting category Open Competitive
Your Specific Responsibilities: This position coordinates various administrative tasks for the Clinical Nursing Programs that can be highly technical, diverse in nature, confidential, require independent judgment, accurate typing, excellent computer skills, filing and other general office skills. Performs a wide range of duties under limited supervision. The ability to anticipates the needs of the division to facilitate operational goals. Maintains security of confidential and sensitive information accessed in performance of job duties. The nature of this role requires this position to conduct all activities in a professional manner exercising tact, confidentiality, diplomacy, and sensitivity, and to ensure that information supplied to others is technically correct and in compliance with all federal, state, and departmental policies/procedures. This position reports directly to the Public Health Services Manager E-SES. Travel may be required.
Administrative Support Functions
Provides administrative and general clerical support. Maintains general files for the Clinical Nursing Programs and updates as necessary. Maintains knowledge of current statutes, rules, regulations, policies, and procedures. Coordinates meetings as assigned. Maintains visible posted Professional Licenses for Clinicians and Registered Nurses in the clinic. Maintains required laboratory and pharmacy licenses. Maintains office, medical and equipment inventory. Ensures annual clinic equipment calibration is performed timely for microscopes and scales. Maintains Clinical Nursing file on the shared Clinical Nursing network folder, Pharmacy drug order, and Medication count. Works as back-up to other clerical staff within the clinic, checking in clients and processing medical referrals. Maintains and submits renewals for the Clinical Laboratory Improvement Amendments (CLIA) Waiver and the CLIA Administrative certificate. Also submits information for Permit Florida Drugs, Devices and Cosmetics information. Maintains current information of division policies and programs. Processes routine matters within established policies. Maintains biohazard manifest on the shared Clinical Nursing network folder for annual inspection. Coordinates and reviews all routine and out of town travel arrangements for Clinical Nursing staff to assure compliance with current state policies. Provides guidance and advice to employees on necessary documentation before and after travel for special justification, advanced travel pay, and purchase orders, to ensure compliance with Escambia County Health Department (Escambia CHD) policies.
Purchasing, Inventory, and Budget
Manages inventory and purchasing within established budget and purchasing guidelines and restrictions. Maintains State Purchase Card (P-card) to support these activities. Ensure all vendors are in compliance in MyFloridaMarketPlace (MFMP); assist potential vendors in the enrollment process. Develop and manage purchase requisitions including blanket requisitions. Orders all supplies and equipment for Clinical Nursing programs, including pharmaceuticals and vaccines. Monitors encumbered balances. Organizes, maintains, and monitors stock in procedure and overflow room. Assists with research, planning and evaluation related to program purchases in accordance with Escambia CHD policies and procedures. Documents and justifies variances as needed. Reviews and certifies Laboratory invoices prior to submission to Fiscal.
Refugee Program
Coordinates the Refugee Program. This includes, but is not limited to, participating in monthly conference calls; invoicing, monitoring, and tracking of completed appointments, laboratory requisitions and results, physical exams, and Immunizations. Coordinates with front desk and Immunization staff on refugee cases. Monitors and reconciles billing statements from laboratories with the Health Management System (HMS), the Florida Medicaid Managed Information System (FLMMIS), and designate cost assignment.
Personnel
Functions as the personnel liaison for the Clinical Nursing Programs. Assists with recruitment, onboarding, and other personnel activities. Prepares advertisement, interview, and hire packets. Responsible for assuring that all personnel transactions are submitted in an appropriate and timely manner. Acts as resource guide for staff regarding personnel information including but not limited to TRAIN Florida, People First, and HMS. Submit Employee Activities Reports (EARs) within one day of the end of the pay period and spot check staff members for accuracy.
Required Knowledge, Skills, and Abilities: Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
-Knowledge of MFMP/Purchasing and budget management
• Knowledge of the methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing, or report writing.
• 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.
- Ability to maintain confidentiality of sensitive information and other protected information accessed in performance of job duties.
Qualifications: Minimum - 1-3 years' experience working in a medical office.
Experience using Microsoft Office programs, purchasing & receiving goods, excellent organization skills, scanning, filing and answering phones.
Preferred - Processing personnel actions. Medical Referral experience,
Florida Department of Health Mission, Vision, and Values: 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.
Where You Will Work: 1295 West Fairfield Drive Pensacola, FL 32501 Family Health Clinic The Benefits of Working for the State of Florida: 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
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- Flexible Spending Accounts;
- Tuition waivers;
- And more.
For a more complete list of benefits, including monthly costs, visit .
Please be advised: 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 Registration Exemption from the SSS. For more information, please visit the SSS website:
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.
The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.
Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.
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