ADMINISTRATIVE ASSISTANT III - SES - 64031330

Requisition No: 854678 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT III - SES - 64031330

 Pay Plan: SES

Position Number: 64031330 

Salary:  $39,320.81-$54,000.00 

Posting Closing Date: 06/20/2025 

Total Compensation Estimator Tool

Open Competitive Opportunity

 

Your Specific Responsibilities:

 

This position spends more than 50% of the time engaged in supervisory responsibilities. This includes communicating with, 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.

This is a professional position responsible for supporting the section administrator in the Radiation Machine Section with coordination of assignments and responsibilities which impact the Section and the Bureau.  This position is confidential and works independently in making decisions and obtaining solutions to routine problems, issues and other matters within established office policies, procedures, guidelines, rules and laws relating to registration of x-ray machines and vendors, purchasing, correspondence, document tracking/control and coordination, supervising staff, processing revenue and the Florida Administrative Code, Chapter 64E-5 as it relates to the Radiation Machine Section.

 

Establishes priorities coordinated with the section administrator for office staff and inspection offices to meet regulatory goals and priority time frames.  Supervises office support staff including: hiring, preparing performance expectations and preparing and conducting performance evaluations, reviewing and approving leave and attendance, and recommending and conducting correction or disciplinary action.  Oversees staff responsible for processing $2 million plus dollars in registration fees annually.  Responsible for planning administrative office management procedures outlining functions to assist personnel.  Independently plans workload, workflow, and establishes deadlines to ensure maximum use of time and resources.  Coordinates the administrative support functions for the Food and Drug Administration’s Mammography Quality Standards Act Contract and other special surveys.  Represents section administrator at meetings to gain information and disseminate policy as authorized.

 

Oversees the Radiation Machine Section registration and renewal processes, vendor registration process, collection and assignment of fees, data entry of inspection results, and records management of all section files.

 

Responsible for the collection of monies for dishonored checks.  Investigates, corrects and documents all registration fees related to errors/problems and reports to section administrator.  Researches and corrects mismatched fees and unmatched receipts and prepares refund requests.  Pursues all outstanding accounts receivables for the Radiation Machine Section from first written notice through third notice.  Makes determination for escalated enforcement actions and collections, prepares the required documents working with the section administrator and the General Counsel’s office.  Tracks all accounts receivables and collections through completion.

 

Processes a variety of routine correspondence, investigates subject matter and prepares replies.  Reviews reports which require action, takes action on routine reports, and recommends possible solutions on more technical reports.  Reviews all correspondence prepared for the section administrator’s signature to include enforcement documents ensuring department and bureau correspondence policies are followed.  Prepares monthly and quarterly reports.

 

Reviews, evaluates and coordinates implementation of policies and procedures which impact the section operations.

 

Serves as the section coordinator for public records requests and section assignments for the bureau’s email inbox (zzzz mail).  Maintains a tracking system to ensure all requests or assignments are responded to within the department and bureau time frames.

 

Manages the Radiation Machine Section vendor registrations including the review of vendor registration applications and reports for compliance