ADMINISTRATIVE ASSISTANT II - 64068193

Requisition No: 844529 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - 64068193

 Pay Plan: Career Service

Position Number: 64068193 

Salary:  $34,042.44 to $41,918.82 

Posting Closing Date: 01/20/2025 

Total Compensation Estimator Tool

*This is an open fulltime Career Service (CS) Administrative Assistant II position at the Department of Health in Lee County.*

 

The Administrative Assistant II in this position provides administrative work assisting the Finance & Accounting Administrator in the operation of the Finance and Accounting division of the Department of Health-Lee County.  Incumbent ensures that the Finance & Accounting Administrator is kept up to date on all administrative matters of the division. This position requires independent decision making and exceptional organizational skills. Incumbent handles confidential information on a "need to know" basis as defined in DOHP 50-10 Information Security and Privacy Policy. This position has access to the following information sets maintained in paper or electronic format: Human Resources, Purchasing, and administrative related files.

 

Manages and organizes the daily operation of the office of the Finance & Accounting Administrator by performing tasks that include, but are not limited to:

 

SCHEDULING

Maintains the Finance & Accounting Administrator’s calendar of events and commitments, schedules appointments, coordinates meetings, conferences, and presentations, reserves conference rooms and vehicles, sets up and initiates conference calls.

 

ADMINISTRATIVE SUPPORT

Assists the Finance and Accounting Administrator with travel arrangements, prepares travel authorizations and travel reimbursements in STMS. Assists the Finance and Accounting Administrator in clearing travel charges through WORKS and STMS system.  Monitors and keeps track of all outgoing travel authorizations and approvals to ensure approvals are provided in a timely manner. Provides purchasing and budgetary support to the Finance and Accounting division.

 

Prepares meeting agendas. Keeps attendance for each meeting and transcribes meeting minutes. Maintains a copy of all agendas and makes meeting minutes available within 3 business days of the scheduled meeting.

 

Updates the personnel phone extension chart and emergency phone tree on a quarterly basis. Develops and maintains electronic (or paper as applicable) file organization for Finance & Accounting, including copies of, policies, and procedures on SharePoint and/or StorSimple. Maintains office equipment, order supplies, and maintains inventory of consumable supplies for administration.

 

Operates a computer, fax machine, copier, and other office machines to compose and process a wide variety of correspondence and reports. Works on special projects as assigned.

 

Prepares various reports, as directed.

 

CORRESPONDENCE/COMMUNICATION

Handles incoming telephone calls coming to the Finance & Accounting Administrator’s office, answers questions/ inquires, and directs calls to appropriate staff in a professional and courteous manner. Acts as a buffer by screening incoming calls and screening employee requests by exercising independent judgement. Reviews, edits, types, tracks, and maintains files and correspondence items for the Finance & Accounting Administrator’s signature. Assigns, coordinates, and tracks timely responses for correspondence items.  Ensures responses are sufficient and follows the proper department procedures. 

 

Acts as a Human Resource Liaison. Knowledgeable of all personnel functions and necessary forms to be submitted to Human Resources for all new hires, changes in positions, pay increases, establishing positions, advertising positions, and terminating positions.

 

Attends required meeting and keeps self-current of all policies and protocols. Prepares biweekly Leave/Attendance records and daily Employee Activity Record (EAR) for supervisor's review.  Performs other miscellaneous related activities as required, including assignment during disaster or special projects.

 

Performs other duties as assigned.