ADMINISTRATIVE ASSISTANT II - SES - 64000318

Requisition No: 839325 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - SES - 64000318

 Pay Plan: SES

Position Number: 64000318 

Salary:  $38,074.92 - $44,655.52 

Posting Closing Date: 10/30/2024 

Total Compensation Estimator Tool

Internal Agency Opportunity

Applicants accepted only from Department of Health employees, (includes OPS, Career Service, SES or SMS employees).

Applicants will not be accepted from outside the department.

 

 

Specific Responsibilities:

This is an Administrative Assistant II -SES position, working planning, managing and overseeing administrative functions WIC Program. Work is performed under the supervision of the Operations & MGMT Consultant I-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 spends the majority of the time engaged in supervisory responsibilities. This includes communicating, motivating, training, and evaluating employees in addition to planning and directing employees’ work. The incumbent has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action. The incumbent will also be required to develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensuring proper coverage, and complete timesheets. Oversees the day-to-day operation of client services in the WIC clinic and assures administrative processes of WIC such as scheduling, clinic flow; program integrity and client services are uniformly established and/or maintained across the program.  Ensures the administrative components of the WIC Program are in compliance and consistently met throughout the county.  Collaborates with site WIC supervisors and Operations Manager to ensure staff is trained and able to consistently meet established competencies.  Complies with the mandatory requirements in Section 215.422 F.S. and Chapter 3A-24 Florida Administrative Code regarding prompt payment process of special formula.

 

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. Has access to WIC FL WiSE System, Health Management System (HMS) for Employee Activity Reports (EARs), FL Shots and FMMIS; oversees staff that use FMMIS to determine eligibility of WIC clients.

 

Responsible for the day-to day operations of the WIC clinic which includes coordination of WIC services to clients to ensure customer/staff satisfaction; patient flow and traffic control of patient areas; resolution of problems or issues. Oversees administrative processes such as eligibility determination; EBT issuance benefits, inventory; record management, immunizations and Voter’s Registration.  Oversees maintenance of files, records and key documents according to established guidelines. Monitors, schedules and assigns work among clerical and para-professional staff to ensure adequate client and phone coverage.

 

Assists in the development of processes and procedures to improve client flow; scheduling; and other day-to-day operations in the site.  Works with Operations Manager, Client Services Manager, Public Health Nutritionist Supervisor and other site Administrative Assistants to implement processes and procedures consistently across the program.  Maintains and organizes WIC Program client scheduling system in the WIC FL WiSE System to ensure appointments are made within federal mandates according to DHM150-24 (WIC Manual).  Ensures appointments in the site are scheduled in a consistent manner with other sites and that appointments are scheduled to meet the needs of both the client and the clinic.  Oversees the verification of client eligibility in FLMMIS for the purpose of confirming adjunctive eligibility.

 

Provides and manages federally mandated second nutrition education for low-risk WIC participants on basic nutrition and breastfeeding support, following established protocols and WIC Program procedures