ADMINISTRATIVE ASSISTANT II - 64026509

Requisition No: 870116 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - 64026509

 Pay Plan: Career Service

Position Number: 64026509 

Salary:  $34,760.00 - $44,422.04 

Posting Closing Date: 02/22/2026 

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OPEN COMPETITIVE

Your Specific Responsibilities:

This is a professional administrative position located in the Division of Community Health Promotion, Bureau of Family Health Services.  This position is responsible for the oversight and coordination of all administrative related duties required within the Bureau.  This position requires a high degree of initiative, judgement, accuracy, ability to work independently, and detailed knowledge of departmental systems, policies and procedures.  Duties and responsibilities include, but are not limited to:

Serves as the professional administrative assistant to the Bureau Chief.  Performs special assignments, research and report preparation as required.  Represents the Bureau in administrative meetings and other events.  Coordinates the Bureau Chief's schedule of appointments and meetings.  Prepares agendas and minutes of meetings as requested.  Initiates follow-up actions to meeting assignments.  Responsible for making travel arrangements and preparing travel vouchers.

Reviews incoming correspondence including email assignments to assess the action necessary.  Handles routine correspondence and assignments including researching the issue and preparing appropriate responses, typing documents, proofreading, photocopying and mailing.  When appropriate, initiates assignment tracking and routes to appropriate staff.  Monitors status of assignments for management and provides follow-up to staff on pending assignments to ensure timely completion.  Reviews outgoing correspondence prepared for review or signature by the Bureau Chief for accuracy, appropriateness, and compliance with departmental policies and guidelines.

Purchases office supplies and materials via a state issued purchasing card and E-procurement.  Complies with federal and state purchasing requirements in the preparation of purchasing and approval of purchasing.  Keeps accurate and detailed records.  Performs approval and reconciliation duties.  Prepares receiving reports as required by state law and departmental policies.  Complies with and monitors compliance (when applicable) of the mandatory requirements or its new administration-related systems to assist in training appropriate bureau staff of Section 215.422, Florida Statues, and Chapter 3A-24, Florida Administrative Code.  Complies with purchasing card travel requirements as appropriate.

Maintains current information on department and bureau systems, policies and processes to ensure that the Bureau's work products are in compliance with established requirements.  Learns the department's new administration-related systems to assist in training appropriate bureau staff on the systems and in implementing the systems within the Bureau.  Analyzes administrative processes to identify improvements and adjustments needed to improve efficiency and effectiveness in the Bureau. Formulates and recommends appropriate action to resolve issues and problems.

Responsible for processing and maintaining the Bureau's personnel paperwork in compliance with the department's requirements.  Prepares tables of organization, personnel action request forms, position descriptions, and other required personnel paperwork.  Coordinates advertising, application handling, and preparation of new-hire personnel packages.  Assists in reviewing job applications, interviewing applicants and orienting new employees as requested.

Coordinates and directs the operation of the Bureau's central telephone system ensuring coverage during business hours of operation, providing training to new staff and monitoring the telephone answerers for the provision of appropriate and accurate information as well as good customer service techniques.

Serves as liaison for the Bureau with other departmental staff for personnel and other administrative issues.  Provides technical assistance, training and guidance to telephone callers and other bureau staff regarding basic program and administrative policies and procedures through staff training, correspondence or via the telephone.  Serves on work teams to solve operational and programmatic issues.

Collects, compiles and analyzes data and information related to the bureau budget and operations.  Maintains various data bases.  Uses the data to prepare reports and graphs, tracking system