ADMINISTRATIVE ASSISTANT I
Belle Glade, FL Belle Glade, FL Full-time Full-time $34,029 a year $34,029 a year 20 hours ago 20 hours ago 20 hours ago Requisition No:
806786 Agency:
Department of Health Working Title:
ADMINISTRATIVE ASSISTANT I - 64033487 Position Number:
64033487 Salary:
$34,028.
80 (Includes a CAD of $1,268.
80) Posting Closing Date:
08/10/2023 Open Competitive Opportunity
Responsibilities:
This is an Administrative Assistant I position assisting the Community Health Nurse Consultant/Health Care Administrator and Administrative Team for the C.
L.
Brumbach Health Center.
This position involves performing office and administrative support clerical functions.
This position may travel to another satellite Center to provide services at the discretion of Administration.
Work is performed under the supervision of the Health Center Administrator - 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 sensitive position and is required to maintain confidential information in accordance with Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols and Procedures.
Confidential Data Set(s):
Clinical Information, Health Management System (HMS), Social Security Data, Administrative Data, Budget Module, My Florida Marketplace, Internet In-Stock Inventory System (SIS), FMMIS, Health Care District (HCD), and Q-Flow.
MyFlorida Marketplace for ordering supplies.
HMS for scheduling appointments, clinic templates and providers schedule to include creating new templates, adding, deleting, and updating changes on template schedules.
Administrative Data for completion of liaison duties for personnel packets, employment termination, reassignment, reclassification packets and pay increases, position updates.
Budget Module to view in preparation of forms to perform liaison duties.
Q-Flow System for the purpose of monitoring clinic flow.
HCD/FMMIS for the purpose of verifying patient health insurance.
This position may view, update and release information.
Assist the community Health Nursing Consultant/Health Center Administrator and Administrative Assistant II in the planning, implementation, monitoring of clients and evaluation of the Center's managed health care delivery system.
Assumes the responsibility for correspondence and communication with the health center staff, local private providers and hospitals, the HealthCare District, elected officials and other agencies by phone and in writing.
Support the Community Health Nurse Consultant/Health Center Administrator in monitoring productivity, eligibility, team meetings, quality management and the automated appointment system.
Arranges training for staff and the community as instructed by the Health Center Administrator/ Nurse Consultant in Clinical Care, Public Health Prevention, and other areas.
Coordinate and schedule community outreaches/health fairs and center meeting.
Acts as personnel liaison for the Community Health Nurse Consultant/Health Center Administrator and clinic supervisory staff for coordinating and assuming responsibility for preparing requisitions, advertising vacant positions, arranging applicant interviews, completion of personnel packets including but not limited to employment termination, reassignment, reclassification packets and pay increases, position update, prepare justification forms, monitor and forward copies of nursing license to Human Resources, prepare ARNP protocol renewal at the designated time frame.
Ensure all licensed staff maintain current license on file and sends notifications as required.
Responsible for all paperwork required for Human Resources actions for all clinic staff such as justification to hire, salary additives, positions descriptions, safe log and adheres to procedure for opening and closing building.
Responsible for safe combination and secure reports in safe with cash.
Assist the frontline clerical staff with Direct Client Services, unresolvable issues and monitor clinic flow.
Assist with building maintenance issues in collaboration with the Facility Manager and serve as back-up to Building Manager with reporting building issues, coordinates all equipment services and repair orders with vendors.
Manage all Incident Reports for the C.
L Brumback Health Center including but not limited to, the submission to Risk Management and follow-up with Human Resources and Risk Management personnel as needed.
Coordinate and implement the developing of all provider templates for the C.
L Brumback Health Center including the interpretation of daily activities and functions, analyzing, and advising, enter clinics and providers' template schedule in the HMS, monitors daily all changes on clinic templates and include creating new templates, adding, deleting and updating changes on template.
Maintains all cancellation request(s) forms for reference.
Attends meetings, trainings for updates and or changes to HMS templates.
Manage the West Palm Beach Conference Room Calendars.
Assist C.
L Brumback, West Palm Beach, Delray Beach Health Center, Lantana/LW, Northeast and Jupiter Auxiliary Health Center as needed for creating new templates, adding, deleting, and updating changes on template schedules for vacations, meetings, conferences, in-services and holidays in the absence of the center template manager at the discretion of Administration through the Health Access Office.
Responsible for typing memos from verbal communication and/or rough draft.
Receive, review, and distribute correspondence daily.
Prepares agendas for various meetings.
Takes minutes of same, types and distributes to the appropriate personnel.
Handles incoming telephone calls pertaining to scheduling appointments for clinic services.
Maintains an alphabetical fifing system.
Ensures all papers for the Health Center Administrator are complete and accurate.
Retrieves, stamps and routes incoming USP mail.
Operate office equipment including but not limited to, copier, fax machine and or scanner.
Maintain Center internet leave calendar, Employee Activity Reports (EARs) and Timesheets.
Responsible to order office supplies, clinical supplies and or equipment through MyFlorida Market Place Requisition System and SIS, to include obtaining quotes from vendors, renewals for office equipment, coding requisition to appropriate funding source, systematize complaint orders, request contract maintenance service, order supplies for satellite Centers as needed, maintains copies of requisition for future reference, and ensure adequate supplies are available for clinic staff.
Coordinate and prepare travel reimbursement, including but not limited to, travel reservations, car rental, submittal of mileage form, and mission critical form according to established guidelines.
Attends teams' meetings and trainings for updates and or changes for implementation of new systems for Administration.
Performs other duties as assigned.
Required Knowledge, Skills, and Abilities:
Knowledge of administrative principles and practices Knowledge of office procedures and practices.
Knowledge of Health Management System Intermediate computer skills and knowledge of computer programs (Microsoft Word, Email, Internet and Excel) Ability to establish and maintain effective working relationships, customer service skills, Critical thinking and problem-solving skills Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively with others verbally and in writing in a courteous manner Ability to file alphabetically and numerically Ability to use standard business formats and styles for letters and business forms Ability to operate fax, copy machine and scanner
Qualifications:
Licensure/registration/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite):
N/A Other job-related requirements for this position:
Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency.
Emergency duty required of the incumbent includes working in special needs shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.
Valid Driver's License.
Requires travel to another satellite center.
Working hours:
(A) Daily from 8:
00am to 5:
00pm (B) Total hours in workweek 40 (C) Explain any variation in work (split shift, rotation, etc.
) This position is required to work Saturdays and/or a weekly late evening clinic on a rotating basis at the discretion of Administration through the Health Access Office.
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:
38754 State Road 80 Belle Glade FL, 33430 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 (For more information, please click www.
myfrs.
com); Flexible Spending Accounts; Tuition waivers; And more! For a more complete list of benefits, including monthly costs, visit www.
mybenefits.
myflorida.
com.
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:
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.
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.
Florida has the third largest population of veterans in the nation with more than 1.
5 million service men and women.
The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise.
Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge.
These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.
Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735).
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.
VETERANS' PREFERENCE.
Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans' Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.
Certain service members may be eligible to receive waivers for postsecondary educational requirements.
Candidates claiming Veterans' Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.
Veterans' Preference documentation requirements are available by clicking here.
All documentation is due by the close of the vacancy announcement.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
806786 Agency:
Department of Health Working Title:
ADMINISTRATIVE ASSISTANT I - 64033487 Position Number:
64033487 Salary:
$34,028.
80 (Includes a CAD of $1,268.
80) Posting Closing Date:
08/10/2023 Open Competitive Opportunity
Responsibilities:
This is an Administrative Assistant I position assisting the Community Health Nurse Consultant/Health Care Administrator and Administrative Team for the C.
L.
Brumbach Health Center.
This position involves performing office and administrative support clerical functions.
This position may travel to another satellite Center to provide services at the discretion of Administration.
Work is performed under the supervision of the Health Center Administrator - 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 sensitive position and is required to maintain confidential information in accordance with Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols and Procedures.
Confidential Data Set(s):
Clinical Information, Health Management System (HMS), Social Security Data, Administrative Data, Budget Module, My Florida Marketplace, Internet In-Stock Inventory System (SIS), FMMIS, Health Care District (HCD), and Q-Flow.
MyFlorida Marketplace for ordering supplies.
HMS for scheduling appointments, clinic templates and providers schedule to include creating new templates, adding, deleting, and updating changes on template schedules.
Administrative Data for completion of liaison duties for personnel packets, employment termination, reassignment, reclassification packets and pay increases, position updates.
Budget Module to view in preparation of forms to perform liaison duties.
Q-Flow System for the purpose of monitoring clinic flow.
HCD/FMMIS for the purpose of verifying patient health insurance.
This position may view, update and release information.
Assist the community Health Nursing Consultant/Health Center Administrator and Administrative Assistant II in the planning, implementation, monitoring of clients and evaluation of the Center's managed health care delivery system.
Assumes the responsibility for correspondence and communication with the health center staff, local private providers and hospitals, the HealthCare District, elected officials and other agencies by phone and in writing.
Support the Community Health Nurse Consultant/Health Center Administrator in monitoring productivity, eligibility, team meetings, quality management and the automated appointment system.
Arranges training for staff and the community as instructed by the Health Center Administrator/ Nurse Consultant in Clinical Care, Public Health Prevention, and other areas.
Coordinate and schedule community outreaches/health fairs and center meeting.
Acts as personnel liaison for the Community Health Nurse Consultant/Health Center Administrator and clinic supervisory staff for coordinating and assuming responsibility for preparing requisitions, advertising vacant positions, arranging applicant interviews, completion of personnel packets including but not limited to employment termination, reassignment, reclassification packets and pay increases, position update, prepare justification forms, monitor and forward copies of nursing license to Human Resources, prepare ARNP protocol renewal at the designated time frame.
Ensure all licensed staff maintain current license on file and sends notifications as required.
Responsible for all paperwork required for Human Resources actions for all clinic staff such as justification to hire, salary additives, positions descriptions, safe log and adheres to procedure for opening and closing building.
Responsible for safe combination and secure reports in safe with cash.
Assist the frontline clerical staff with Direct Client Services, unresolvable issues and monitor clinic flow.
Assist with building maintenance issues in collaboration with the Facility Manager and serve as back-up to Building Manager with reporting building issues, coordinates all equipment services and repair orders with vendors.
Manage all Incident Reports for the C.
L Brumback Health Center including but not limited to, the submission to Risk Management and follow-up with Human Resources and Risk Management personnel as needed.
Coordinate and implement the developing of all provider templates for the C.
L Brumback Health Center including the interpretation of daily activities and functions, analyzing, and advising, enter clinics and providers' template schedule in the HMS, monitors daily all changes on clinic templates and include creating new templates, adding, deleting and updating changes on template.
Maintains all cancellation request(s) forms for reference.
Attends meetings, trainings for updates and or changes to HMS templates.
Manage the West Palm Beach Conference Room Calendars.
Assist C.
L Brumback, West Palm Beach, Delray Beach Health Center, Lantana/LW, Northeast and Jupiter Auxiliary Health Center as needed for creating new templates, adding, deleting, and updating changes on template schedules for vacations, meetings, conferences, in-services and holidays in the absence of the center template manager at the discretion of Administration through the Health Access Office.
Responsible for typing memos from verbal communication and/or rough draft.
Receive, review, and distribute correspondence daily.
Prepares agendas for various meetings.
Takes minutes of same, types and distributes to the appropriate personnel.
Handles incoming telephone calls pertaining to scheduling appointments for clinic services.
Maintains an alphabetical fifing system.
Ensures all papers for the Health Center Administrator are complete and accurate.
Retrieves, stamps and routes incoming USP mail.
Operate office equipment including but not limited to, copier, fax machine and or scanner.
Maintain Center internet leave calendar, Employee Activity Reports (EARs) and Timesheets.
Responsible to order office supplies, clinical supplies and or equipment through MyFlorida Market Place Requisition System and SIS, to include obtaining quotes from vendors, renewals for office equipment, coding requisition to appropriate funding source, systematize complaint orders, request contract maintenance service, order supplies for satellite Centers as needed, maintains copies of requisition for future reference, and ensure adequate supplies are available for clinic staff.
Coordinate and prepare travel reimbursement, including but not limited to, travel reservations, car rental, submittal of mileage form, and mission critical form according to established guidelines.
Attends teams' meetings and trainings for updates and or changes for implementation of new systems for Administration.
Performs other duties as assigned.
Required Knowledge, Skills, and Abilities:
Knowledge of administrative principles and practices Knowledge of office procedures and practices.
Knowledge of Health Management System Intermediate computer skills and knowledge of computer programs (Microsoft Word, Email, Internet and Excel) Ability to establish and maintain effective working relationships, customer service skills, Critical thinking and problem-solving skills Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively with others verbally and in writing in a courteous manner Ability to file alphabetically and numerically Ability to use standard business formats and styles for letters and business forms Ability to operate fax, copy machine and scanner
Qualifications:
Licensure/registration/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite):
N/A Other job-related requirements for this position:
Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency.
Emergency duty required of the incumbent includes working in special needs shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.
Valid Driver's License.
Requires travel to another satellite center.
Working hours:
(A) Daily from 8:
00am to 5:
00pm (B) Total hours in workweek 40 (C) Explain any variation in work (split shift, rotation, etc.
) This position is required to work Saturdays and/or a weekly late evening clinic on a rotating basis at the discretion of Administration through the Health Access Office.
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:
38754 State Road 80 Belle Glade FL, 33430 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 (For more information, please click www.
myfrs.
com); Flexible Spending Accounts; Tuition waivers; And more! For a more complete list of benefits, including monthly costs, visit www.
mybenefits.
myflorida.
com.
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:
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.
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.
Florida has the third largest population of veterans in the nation with more than 1.
5 million service men and women.
The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise.
Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge.
These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.
Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735).
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.
VETERANS' PREFERENCE.
Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans' Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.
Certain service members may be eligible to receive waivers for postsecondary educational requirements.
Candidates claiming Veterans' Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.
Veterans' Preference documentation requirements are available by clicking here.
All documentation is due by the close of the vacancy announcement.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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