ADMINISTRATIVE ASSISTANT II - 64003971

Administrative Assistant II

This is an Administrative Assistant II position in the Florida Department of Health, Palm Beach County, HIV / AIDS Program. Work is performed under the supervision of the Public Health Services Manager F-SES, HIV / AIDS Program Coordinator, (HAPC). This position requires independent judgment, initiative, applying general knowledge of business practices, and skill in applying instructions to accomplish various job functions. Independently completes assignments of highly specialized administrative responsibilities that require a comprehensive knowledge and understanding of HIV programming, including all patient medical care and prevention practices, policy and procedure, and including a high-level understanding of HIV program funding, general fiscal and purchasing program practices, and the general knowledge of administrative concepts. Responsible for the completion of specialized projects on time, coordinates input from multiple programs and health centers, and for all administrative functions.

This position is designated as a sensitive position and is required to maintain confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols and Procedures. This position has access to the following confidential data sets : Social Security and Administrative. This position may view, update or release information. This position has Health Management System (HMS) access for the purpose of entering Employee Activity Reports (EARs) and has access to MyFloridaMarketPlace (MFMP) for the ordering of program supplies, preparation of requisitions, and approval of purchases for other HIV funded programs that request additional equipment / supplies.

Assists the HIV Program Management Team in planning, implementing, monitoring and evaluating the countywide HIV patient care and prevention programs. Supports the HIV clinical services for eligible clients. Structures office routine to accommodate a highly flexible, demanding, busy and varied work environment. with programmatic staff, CHD clinical staff, private providers, elected officials and other community partners and stakeholders by phone and in writing. Acts as a liaison between the HIV Program and contracted agencies, community-based organizations (CBOs), AIDS-service organizations (ASOs), the Palm Beach County HIV CARE Council and other agencies, planning bodies, or programs, as directed. Arranges training, conferences, meetings, or other events for staff and the community, as directed. Confirms room reservations and all required IT equipment are set up.

Creates requisitions in MFMP for purchasing items needed by the program, including but not limited to, office supplies, annual purchase orders, and less frequent special orders of furniture, hardware, condoms, lube, printing, promo and / or incentive items as needed by the Program. Procures items through the in-stock inventory (ISI) system as needed for office management and meeting and training purposes. Maintains detailed requisitions spreadsheet, logging all purchases, expenditures, and funding source to include other cost accumulator (OCA), and ensures invoices for every purchase are received and paid timely.

Types memos, correspondence and other documents of an administrative nature from verbal communications and / or rough draft. Composes routine correspondence. Prepares agendas for various meetings and takes minutes of same, types and distributes to the appropriate personnel. Participates in program team meetings, general staff meetings and attends in-service training as appropriate. Responsible for maintaining multiple email distribution lists, including but not limited to, the Community Prevention Partnership (CPP) email list. Maintains a retrievable filing system, ensuring that assignments are completed by the scheduled date and time. Opens, date stamps, reviews and prioritizes the HIV / AIDS Program incoming mail on a daily basis or as circumstances dictate. Ensures strict confidentiality of HIV lab results and case report forms (CRFs). Ensures all documents are complete and accurate. Provides phone coverage for the program which includes routing calls to appropriate staff, transferring calls, and making referrals to other programs within the health department, as well as community partner agencies. Manages all HIV program county vehicles, including maintaining odometer logs, vehicle maintenance, fuel, and correspondence with General Services and Fleet Management. Ensures loaners are returned on time.

Maintains travel policies and procedures. Serves as Statewide Travel Management System (STMS) champion. Provides training and technical assistance to program staff on STMS, to include the preparation of Authorization to Incur Travel requests and Reimbursements. Schedules meetings with staff, community agencies, state personnel and the public. Maintains a busy calendar for the Public Health Services Manager F-SES, as well as for the other unit Supervisors on the HIV Management Team.

Keeps administrative staff informed of changes in appointments / meetings. Coordinates all out of county, overnight, travel arrangements for the Public Health Services Manager-F, other program Supervisors and staff including but not limited to, hotel reservations, car rental, etc., and ensures arrangements are completed by the scheduled date and time.

Serves as the Liaison for the HIV Program, assisting Supervisors with the recruitment process. Ensures accuracy, completeness, and timely submission of Personnel Liaison Office requested information. Provides staff guidance on entering and submitting EARS in the HMS system in a timely manner.

Perform other duties as assigned.

Required Knowledge, Skills, and Abilities :

• Knowledge of administrative practices and principles
• Ability to establish and maintain effective working relationships
• Ability to plan, organize work assignments and control use of time
• Ability to understand and apply applicable rules, regulations, policies and procedures
• Skill in the use of software and applications, particularly Microsoft Office
• Ability to communicate effectively verbally and in writing
• Ability to recognize and handles confidential documents / information

Qualifications :

Working hours : Daily from 8 : 00AM to 5 : 00PM. Total hours in workweek 40.

The Benefits of Working for the State of Florida :

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com .