ADMINISTRATIVE ASSISTANT II - 64003971

Requisition No: 862348 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - 64003971

 Pay Plan: Career Service

Position Number: 64003971 

Salary:  $39,504.66 (Includes CAD of $1,268.80) 

Posting Closing Date: 10/15/2025 

Total Compensation Estimator Tool

Open Competitive Opportunity 

 

Specific Responsibilities:

This is an Administrative Assistant II position in the Florida Department of Health, Palm Beach County, HIV/AIDS Program. Work is performed under the supervision of the Public Health Services Manager F-SES, HIV/AIDS Program Coordinator, (HAPC). This position Requires independent judgment, initiative, applying general knowledge of business practices, and skill in applying instructions to accomplish various job functions. Independently completes assignments of highly specialized administrative responsibilities that require a comprehensive knowledge and understanding of HIV programming, including all patient medical care and prevention practices, policy and procedure, and including a high-level understanding of HIV program funding, general fiscal and purchasing program practices, and the general knowledge of administrative concepts. Responsible for the completion of specialized projects on time, coordinates input from multiple programs and health centers, and for all administrative functions.

 

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 has access to the following confidential data sets: Social Security and Administrative. This position may view, update or release information. This position has Health Management System (HMS) access for the purpose of entering Employee Activity Reports (EARs) and has access to MyFloridaMarketPlace (MFMP) for the ordering of program supplies, preparation of requisitions, and approval of purchases for other HIV funded programs that request additional equipment/supplies.

 

Assists the HIV Program Management Team in planning, implementing, monitoring and evaluating the countywide HIV patient care and prevention programs. Supports the HIV clinical services for eligible clients. Structures office routine to accommodate a highly flexible, demanding, busy and varied work environment. with programmatic staff, CHD clinical staff, private providers, elected officials and other community partners and stakeholders by phone and in writing. Acts as a liaison between the HIV Program and contracted agencies, community-based organizations (CBOs), AIDS-service organizations (ASOs), the Palm Beach County HIV CARE Council and other agencies, planning bodies, or programs, as directed. Arranges training, conferences, meetings, or other events for staff and the community, as directed. Confirms room reservations and all required IT equipment are set up.

 

Creates requisitions in MFMP for purchasing items needed by the program, including but not limited to, office supplies, annual purchase orders, and less frequent special orders of furniture, hardware, condoms, lube, printing, promo and/or incentive items as needed by the Program. Procures items through the in-stock inventory (ISI) system as needed for office management and meeting and training purposes. Maintains detailed requisitions spreadsheet, logging all purchases, expenditures, and funding source to include other cost accumulator (OCA), and ensures invoices for every purchase are received and paid timely. 

 

Types memos, correspondence and other documents of an administrative nature from verbal communications and/or rough draft.  Composes routine correspondence.  Prepares agendas for various meetings and takes minutes of same, types and distributes to the appropriate personnel.  Participates in program team meetings, general staff meetings and attends in-service training as appropriate.  Responsible for maintaining multiple email distribution lists, including but not limited to, the Community Prevention Partnership (CPP) email list. Maintains a retrievable filing system, ensuring that assignments are completed by the scheduled date and time.  Opens, date stamps, reviews and prioritizes the HIV/AIDS Program incoming mail on a daily basis or as circumstances dictate. Ensures strict confidentiality of HIV lab results and case report forms (CRFs). Ensures all documents are complete and accurate.  Provides phone coverage for the program which includes routing