ADMINISTRATIVE ASSISTANT I - 64041202

Requisition No: 843999 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64041202

 Pay Plan: Career Service

Position Number: 64041202 

Salary:  $38,500 to $40,618 annually 

Posting Closing Date: 01/08/2025 

Total Compensation Estimator Tool

**INTERNAL AGENCY POSTING ONLY**

 

Thank you for your interest in career opportunities with the Florida Department of Health in Polk County.  If you are looking to establish a successful career in Public Health, you have come to the right place.  Many of our innovative and successful health programs are recognized throughout Florida.  We hope you decide to join our team!  Applicants will be contacted directly if selected for an interview.

 

The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Polk County in its mission to protect, promote, and improve the health of all people in Florida through integrated state, county and community efforts and its vision to be the Healthiest State in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.  

 

Your Specific Responsibilities:

This is a skilled and independent administrative support position in the Polk/Hardee WIC Program, reporting directly to the Public Health Nutrition Program Director.  This position requires that the incumbent possess a knowledge of the following:  accounting and budget practices, the WIC computer system, FLAIR, SAMAS, personal computer skills, and WIC program rules and regulations.  The incumbent interfaces on a regular basis with the supervisors and staff of the Polk/Hardee WIC Program, the State WIC/Nutrition Program in Tallahassee, and the Fiscal Department of the Polk County Health Department.

 

WIC Monthly Report.  Prepares the WIC monthly report of operations, the reimbursement document for WIC funds to the local county public health department.  Tracks percentages of staff time by the categories of administration, client services, nutrition education and breastfeeding and translates the time into percentages of gross salaries and the state’s portion of fringe benefits.  Compiles nutrition education summary sheets.  Ensures that proper documentation exists to support salary and fringe benefits, travel, expense, OPS, OCO, and contract staff costs billed.  Reconciles and documents all expenses using SAMAS and by working closely with the health department fiscal office.  Separates fiscal year expenses and prepares prior year reports.  Prepares requested audit materials.  Keeps supporting documentation for the required period.

 

Formula Invoices: Receives, tracks, and scans copies of formula invoices for the WIC Division to Tallahassee WIC to comply with prompt payment requirements.  Complies with the mandatory requirements of Section 215.422, Florida Statues and Chapter 69I-24, Florida Administrative Code.

 

Division Budgets.  Prepares the WIC and Nutrition Division budgets and enters in FIRS with input from the division director.  Manages the division’s Breastfeeding, General Nutrition, and Indirect budgets.

 

Expenditures.  Tracks all budgets by category to ensure a proper spending rate.  Brings variances to the attention of the Nutrition Director and suggests ways of resolving variances.  Prepares transfer forms to move money between budget categories.

 

Procedures.  Develops accounting and tracking procedures to enable local sites to document local expenses and inventories.  Assist with maintaining the master inventory of EBT (Electronic Benefits Transfer) cards. 

 

Agency Voter Registration Coordinator.  Serves as the agency Voter Registration coordinator, ensuring usage of correct Voter Registration Application forms; monitors and tracks completed Voter Registration Preference Forms and rates of completion by site; attends statewide training, and answers questions from site supervisors regarding correct procedures.

 

FL-WiSE Data System :

Maintains significant understanding of the FL-WiSE data system. Available to assist in clinic as necess