EXECUTIVE ASSISTANT I - SES - 64026477

Requisition No: 852160 

Agency: Department of Health

Working Title: EXECUTIVE ASSISTANT I - SES - 64026477

 Pay Plan: SES

Position Number: 64026477 

Salary:  $41,561.57 - $56,000.00 

Posting Closing Date: 05/12/2025 

Total Compensation Estimator Tool

FLORIDA DEPARTMENT OF HEALTH- OPEN COMPETITIVE OPPORTUNITY

Division of Disease Control and Health Protection

Director's Office

Executive Assistant I-SES

Salary: $41,561.57 - $56,000.00

 

 

 

Your Specific Responsibilities:

This position functions in a confidential capacity to assist the Division Director of Disease Control and Health Protection (DCHP). This position works independently to assist the Division Director and staff members of DCHP with a variety of complex administrative tasks, including assignments, research, and report preparation. The duties of this position require a broad knowledge of departmental procedures and policies, program activities and program personnel.

Assists the Division Director and maintains confidentiality on all issues. Prepares, reviews, evaluates, and disseminates correspondence, assignments, reports, and other documents using judgment to ensure that relevant policy issues are addressed, that policy and procedures are followed, that items are responsive to the issues under consideration, and that content and quality are appropriate. Consults with staff on issues requiring further work or investigation. Rewrites and revises documents as needed. Provides backup to the Division CorrFlow liaison as needed.  Serves as the administrative liaison for assignments and correspondences with executive office.
 
Develops and distributes scheduled Division newsletter, needed announcements to staff regarding important agency and Division issues, assist in the implementation of new employee onboarding, communicate employee acknowledgements and recognition as directed by Division leadership, and lead ongoing meetings with Division support staff to identify and resolve issues to increase operational efficiency.  Reviews and prepares agenda materials.

Provides support to the Director and Director Office leadership through the maintenance of calendar and coordination of logistics for conferences, meetings, conference calls, and other division events. Manages the travel schedule, authorization to travel, travel reimbursement, and related tasks.  Ensure that the Director is on time for scheduled meetings. Prepares and maintains records and reports, such as recommendations for solutions of administrative problems, reports, financial reports, applications, and administrative orders.
 
Provide administrative support for the Bureau Chiefs and other Division Level meetings as assigned by the Director, which will include meeting organization, distributing meeting invitations in Outlook, distribution of agenda and supporting documents, recording and preparing typed meeting summaries, distributing the meeting summaries to the participants, and ensuring that assignments, action steps, and/or follow up that may be required after each meeting is communicated to appropriate staff.

Assists, coordinates as appropriate, and supports Division sponsored training and other events and activities, such as the Professional Development Series, Bring You Daughter, and Sons to Work-Day, Division Staff meetings, etc. 
Maintains electronic filing system for documents related to Division operations, communication records incoming and outgoing, responses to executive leadership, assignments, and promotes the utilization of the existing electronic review/approval system for Division Director.  Studies management methods to improve workflow, simplify reporting procedures, or implement cost reductions.  Assists and backs up the other Director’s Office administrative assistant and the Division’s Operations Manager with purchasing responsibilities, in accordance with MyFloridaMarketPlace and P-Card policies and procedures.

 

Required Knowledge, Skills, and Abilities:

•    Knowledge of DOH correspondence and DOH Administrative policies and procedures, CorrFlow process, People First System, MYFloridaMarketPlace, Financial Information System (FIS), P-Card Process; STMS Travel System and processes.
•    Knowledge, skills and abilities to effectively utilize the following Microsoft Office Software: Word, Excel, PowerPoint, VISIO, Publisher or other pu