ADMINISTRATIVE ASSISTANT II - SES - 64000318

Date: Oct 22, 2024

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Requisition No: 839325

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - SES - 64000318

Pay Plan: SES

Position Number: 64000318

Salary: $38,074.92 - $44,655.52

Posting Closing Date: 10/30/2024

Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)

Internal Agency Opportunity

Applicants accepted only from Department of Health employees, (includes OPS, Career Service, SES or SMS employees).

Applicants will not be accepted from outside the department.

Specific Responsibilities:

This is an Administrative Assistant II -SES position, working planning, managing and overseeing administrative functions WIC Program. Work is performed under the supervision of the Operations & MGMT Consultant I-SES. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions.This position spends the majority of the time engaged in supervisory responsibilities. This includes communicating, motivating, training, and evaluating employees in addition to planning and directing employees’ work. The incumbent has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action. The incumbent will also be required to develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensuring proper coverage, and complete timesheets.Oversees the day-to-day operation of client services in the WIC clinic and assures administrative processes of WIC such as scheduling, clinic flow; program integrity and client services are uniformly established and/or maintained across the program. Ensures the administrative components of the WIC Program are in compliance and consistently met throughout the county. Collaborates with site WIC supervisors and Operations Manager to ensure staff is trained and able to consistently meet established competencies. Complies with the mandatory requirements in Section 215.422 F.S. and Chapter 3A-24 Florida Administrative Code regarding prompt payment process of special formula.

This position is designated as a sensitive position and is required to maintain confidential information in accordance with Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols and Procedures. Has access to WIC FL WiSE System, Health Management System (HMS) for Employee Activity Reports (EARs), FL Shots and FMMIS; oversees staff that use FMMIS to determine eligibility of WIC clients.

Responsible for the day-to day operations of the WIC clinic which includes coordination of WIC services to clients to ensure customer/staff satisfaction; patient flow and traffic control of patient areas; resolution of problems or issues. Oversees administrative processes such as eligibility determination; EBT issuance benefits, inventory; record management, immunizations and Voter’s Registration. Oversees maintenance of files, records and key documents according to established guidelines. Monitors, schedules and assigns work among clerical and para-professional staff to ensure adequate client and phone coverage.

Assists in the development of processes and procedures to improve client flow; scheduling; and other day-to-day operations in the site. Works with Operations Manager, Client Services Manager, Public Health Nutritionist Supervisor and other site Administrative Assistants to implement processes and procedures consistently across the program. Maintains and organizes WIC Program client scheduling system in the WIC FL WiSE System to ensure appointments are made within federal mandates according to DHM150-24 (WIC Manual). Ensures appointments in the site are scheduled in a consistent manner with other sites and that appointments are scheduled to meet the needs of both the client and the clinic. Oversees the verification of client eligibility in FLMMIS for the purpose of confirming adjunctive eligibility.

Provides and manages federally mandated second nutrition education for low-risk WIC participants on basic nutrition and breastfeeding support, following established protocols and WIC Program procedures and guidelines as stated in the WIC Manual (DHM 150-24).

Monitors state indicators and works with Operations Manager and Client Services Manager to implement interventions and identify opportunities for training. Monitors and analyzes management reports and takes corrective action as needed. Conducts site audits. Discusses, monitors, documents and observes staff performance. Conducts on-going assessment of staff productivity, accuracy and customer service. Identifies and documents areas for improvement and schedules employees for training as appropriate. Participates in providing professional development opportunities for division staff. Provides mentoring or coaching to build operational sustainability.

Ensures inventories are conducted as appropriate and reconciled according to policies, procedures or guidelines. Ensures Employee Activity Reports (EARS) and time sheets are completed accurately and within required timeframes; documentation of self and subordinates are submitted by deadline. Maintains appropriate budgetary controls; monitors activities; initiates timely and effective corrective actions within budget and makes appropriate budgetary recommendations. Responsible for appropriate use of state equipment. Reviews and approves travel vouchers according to agency policy.

Assists in the development and implementation of a competency-based training system for clerical staff. Assists in the development and implementation of protocols and tracking methods to document training. Provides or arranges for on-the-job training of new staff and re-training of current staff as necessary. Schedules and documents subordinate staff complete mandatory training. Works with Operations Manager and other clinic managers to plan, coordinate and implement quarterly trainings. Provides and documents orientation to all new employees according to agency and program policies or procedures.

Manages the Agency’s reviews of group homes, homeless shelters or any facility or institution in which WIC clients live to determine WIC eligibility according to WIC Procedure Manual 3-7(1)(i) guidelines.

Develops relationships with private providers in the community as appropriate. Assists with the completion of the annual Program Plan as assigned. Participates in ongoing program planning as assigned. Attends required management meetings and actively participates in division in agency and/or division teams. Prepares and submits reports as requested. Participates in performance improvement and professional development activities and training.

Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of the protocols, policies and procedures of the WIC Program.

• Skill in performing mathematical calculations used in determining financial eligibility for social service programs.

• Ability to evaluate, analyze and organize information to develop an appropriate course of action.

• Ability to communicate verbally and in writing in a comprehensible, focused and appropriate manner.

• Ability to prioritize and organize work and control use of time.

• Skill in the use of Microsoft Windows based computer software programs and equipment or specific program software such as WIC FL WiSE.

• Ability to apply high level customer service to internal or external customers.

• Ability to plan, direct, and ensure proper completion of the work of others.

• Ability to establish and maintain effective working relationships with staff, co-workers, supervisors and others.

• Skill in presenting information orally.

• Ability to supervise.

  Qualifications:

  Licensure/registration/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite):

  N/A

  Other job-related requirements for this position:

• Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.

• Valid Driver’s License

• This position works primarily in an office setting and most of the working period is spent in a seated position.

• Tasks involve extended Periods of time at a keyboard or workstation requiring substantial repetitive movement of the wrists, hands or fingers for sustained periods of time.

• Travel throughout Palm Beach County is required.

• Occasionally required to lift and/or move objects up to 25 lbs.

• Working hours: (A) Daily from7:00to4:00(B) Total hours in workweek40(C) Explain any variation in work (split shift, rotation, etc.)

• This position may require working beyond the normal scheduled work-week to provide or supervise client services and/or participate in community activities. Additional daily hours or flexible schedules including evenings and weekends may be required.

  Florida Department of Health Mission, Vision, and Values:

  Mission:

  To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

  Vision:

  To be the Healthiest State in the Nation.

  Values:

  I nnovation: We search for creative solutions and manage resources wisely.

  C ollaboration: We use teamwork to achieve common goals & solve problems.

  A ccountability: We perform with integrity & respect.

  R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

  E xcellence: We promote quality outcomes through learning & continuous performance improvement.

  Where You Will Work:

  1250 Southwinds Drive - Lantana, FL 33460

  The Benefits of Working for the State of Florida:

  Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

• Annual and Sick Leave benefits;

• Nine paid holidays and one Personal Holiday each year;

• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;

• Retirement plan options, including employer contributions

  (For more information, please click www.myfrs.com );

• Flexible Spending Accounts;

• Tuition waivers;

• And more!

  For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com .

  Please be advised:

  Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.

  This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check. Successful completion of a drug test is a condition of employment for safety-sensitive positions.

  Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov.

  If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

  The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.

  Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement.

Location:

LANTANA, FL, US, 33462

Nearest Major Market:Palm Beach

Nearest Secondary Market:Miami