64063865
Requisition No: 45908
Agency: Department of Health
Working Title: ADMINISTRATIVE SECRETARY – 64063865
Position Number: 64063865
Salary: $863.60 Bi-Weekly
Posting Closing Date: 10/15/2018
This is an Administrative Secretary position within the Disease Control and Health Protection Division working in the Petroleum Restoration (PR) and Pollutant Storage Tank (PST) Programs. The incumbent, an employee of the FDOH-Pinellas, represents the agency and its mission and values. The incumbent is part of the global public health organization and is expected to promote cooperation, courtesy and teamwork in a diverse environment. The incumbent supports the Petroleum Restoration (PR) and Pollutant Storage Tank (PST) Programs and is responsible to perform functions requiring independent judgment which include the following:
- Receives and reviews incoming submittals which includes electronic and hard copy formats then process in accordance with Program procedures and distributes to the Program Supervisor.
- Reviews electronic copies of outgoing correspondence and process in accordance with Program procedure.
- Review electronic files and follow established Florida Department of Environmental Protection (FDEP) procedures for direct insertion of files in to OCULUS.
- Prepares weekly activity reports for PR and PST Programs.
- Coordinates Division response to Freedom of Information Act requests.
- Coordinates file review requests from staff and the public which includes retrieval of files archived offsite.
- Organizes and maintains paper files for correspondence and reports pertaining to all sections of the programs including assisting Program staff in determining when offsite storage is appropriate.
- Organizes and arranges meetings, groups and training sessions, advises attendees of specifics.
- Attends all Program teleconferences and maintains notes of items discussed.
- Operates a multiline telephone system in coordination with other division support personnel acting as a team; receives and screens phone calls, takes messages and transfers calls as appropriate.
- Accepts complex and personal inquiries from public and private sources, and CHD staff; researches issues and provides answers or directs to appropriate resources.
- Purchase and reconciles items for program using SAMAS, MFMP and other finance systems.
- Prepare and submit monthly invoices to FDEP in accordance with applicable Grant/Contract requirements for the PR and PST Programs.
- Tracks budget expenditures for program components.
- Coordinates and reviews submission of trip logs and travel vouchers for assigned staff as needed.
- Assists with document preparation for supervisor signature. Transcribes correspondence and generates error free copy.
- Assists with developing materials for presentations made by the staff.
- Tracks assignments and ensures follow up and timely submission.
- Act as backup to EH support staff and performs other Duties as assigned.
- Assist with the completion of projects as assigned.
Knowledge, skills and abilities, including utilization of equipment, required for the position:
- Proficiency in Microsoft Excel
- Ability to use forms, tables, and queries in Microsoft Access
- Ability to keep well organized and accurate records
- Ability to prepare reports and correspondence
- Ability to meet deadlines
- Knowledge of office procedures and practices
- Ability to follow instructions
- Ability to perform basic mathematical calculations
- Ability to deal with the public in a tactful and courteous manner
- Ability to use independent judgment and critical thinking
- Ability to work independently
- Ability to plan, organize and coordinate work assignments
- Ability to establish and maintain effective working relationships with others
- Ability to communicate effectively
- Note: Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic submission process.
Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days
Current State Employees – Salary for current employees is based on employee’s current payband/ paygrade.
Only U.S. citizens and lawfully authorized alien workers will be hired.
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, visit http://www.sss.gov.
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.
Fingerprinting is required of the successful applicant for a sensitive position. Note: You will be required to provide your Social Security Number (SSN) to conduct this background check.
Successful completion of a drug test is a condition of employment for safety-sensitive positions.
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 on the date of your retirement.
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.
