STAFF ASSISTANT - 64054117

Requisition No: 843115 

Agency: Department of Health

Working Title: STAFF ASSISTANT - 64054117

 Pay Plan: Career Service

Position Number: 64054117 

Salary:  33,760.00 - 36,036.00 

Posting Closing Date: 12/17/2024 

Total Compensation Estimator Tool

Open Competitive

Your Specific Responsibilities:

The incumbent in this position works independently as the Receiver, Shipper, Fleet Manager and Inventory Custodian for DOH-Marion under the Administrative Services Director.   

Ensures all ordered items are received in for DOH-Marion and properly recorded.  Utilizes MyFlorida MarketPlace/Ariba on Demand record receipts on open orders.  Regularly reviews open orders to ensure items are followed up on and received or closed as necessary.  Works with departments to make sure orders are received timely.   Works closely with purchasing office and accounts payable for returns.  Helps departments with minor assembly/disassembly of equipment/furniture. 

Acts as the Fleet Manager for DOH-Marion. Keeps calendars for usage of fleet vehicles, maximizing and accommodating usage across programs.  Coordinates drop off/pick up of vehicles in need of maintenance.  Compiles monthly usage/expenditure data and updates vehicle log by the 10th of each month.  Works as a liaison with County Fleet on vehicle repairs and coordinates with supervisor on approval.  Ensures all DOH-Marion vehicles have up to date paperwork including insurance cards, incident reporting, etc.   Ensures programs are regularly cleaning and servicing assigned vehicles.  Provides training on fueling for staff utilization

Processes incoming mail daily.  Sorts and distributes mail to mail boxes.  Date stamps invoices and billing documents upon receipt.  Endorses checks for all departments and logs on the daily mail log.  Copies all checks and submits original checks to fiscal designee and provides copies of log and checks to department personnel for processing.  Scans Voucher Documentation for Accounts Payable.

Secures and maintains key inventory for main building, outlying clinics, vehicles, etc per standard operating procedure.  Issues keys and equipment as requested by staff assuring that proper procedures for signing them in and out are followed.

Acts as the liaison with county for county inventory of all items on-site and stored off-site, working with DOH staff, CHD staff and county property custodian to assure all items are accounted for and items are not destroyed prematurely.  Works as the Delegated Property Custodian to ensure that all property is accurately tagged and paperwork completed in accordance with policy and procedures.  Coordinates the tagging, accountability, control, transfer and surplus of tangible county and state property (utilizing AMS).  Ensures that a physical inventory for both county and state assets is completed annually (with an independent person). 

Works with all departments to provide shipping assistance on a daily basis.  Helping to prepare lab specimens, documents to be sent out by Delivery Services, ensures outgoing mail is ready for pickup by Postman, etc. 

Performs other duties as assigned. 

 

Required Knowledge, Skills, and Abilities:

• Must be able to lift 40 lbs
• Working knowledge of inventory management
• Skilled in assembling and disassembly basic office/medical equipment or furniture
• Ability to receive, sort and verity equipment and supplies
• Ability to inspect equipment and materials to ensure that they are accurate in count and undamaged
• Ability to communicate effectively
• Ability to establish and maintain effective working relationships with others