ADMINISTRATIVE ASSISTANT I - 64028902

Requisition No: 842480 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64028902

 Pay Plan: Career Service

Position Number: 64028902 

Salary:  $38,385.88(Includes CAD of $1,268.80) 

Posting Closing Date: 12/20/2024 

Total Compensation Estimator Tool

Open Competitive Opportunity 

Specific Responsibilities:

This is an Administrative Assistant I position providing administrative support to the Finance and Accounting (F&A) Program by performing daily administrative activities, fiscal procedures, personnel procedures, purchasing procedures, reporting functions, coordination of special projects & major office functions. This position will distribute all mail correspondence, preparation of daily deposit logs for revenue items for Accounts Receivable, My Florida Marketplace (MFMP) purchase requisitions and/ or receiving reports, logging and maintaining filing system for documents, receipt and inventory of supplies and equipment, directing phone calls for all staff at the facility, receiving visitors for all staff at the facility, maintaining secure confidential building status, prepares vendor payments for mailing and filing with the voucher, ordering supplies and equipment.

 

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 is restricted to viewing and updating information only and will have no need to release confidential information. Confidential Data Sets includes but not limited to: Clinical Information Data Set, Clinical Information Data Set – Billing, and Administrative Data Set.

 

Preparation of daily deposit logs for revenue items for Accounts Receivable, logs purchasing documents such as POs, invoices, and receiving reports and directs them to the appropriate staff member for processing. Distributes and logs employee salary warrants, verifies payroll direct deposits and processes. Process electronic backup documentation for accounts payable and post on the appropriate SharePoint location. Prepares and maintains the invoice tracking log for accounts payable, update/maintain the My Florida Market Place and Purchasing Card User logs, updating the e-mail distribution list.

 

Answers and direct phones calls, reply to email or face to face enquiries, organize and schedule meetings and appointments, maintain contact list, produce and distribute correspondence memos, letters and forms. Assist in the preparation of regularly scheduled reports, develop and maintain computer and manual filing systems.  Provides general support to visitors - ensuring all persons entering and leaving the facility, sign in upon entry and out upon departure. Prepares agendas, takes minutes and distributes to the appropriate personnel. Also performs miscellaneous office procedures including copying and filing for F&A staff as needed.

 

Responsible for opening, date stamps and distributes all incoming mail. Logs in and prepares vendor checks/disbursements for mailing and filing per F&A Policy & Procedure.

 

Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders; verifying receipt of supplies. Creating requisitions & receiving reports through My Florida Market Place (MFMP).

 

Types memos, correspondences, and other documents of an administrative nature from verbal communication and/or rough draft Composes routine correspondence. Handle sensitive information in a confidential manner.

 

Performs other duties as assigned.

 

Req