ADMINISTRATIVE ASSISTANT II - 64063903

Administrative Assistant II - 64063903

This position performs administrative / specialized and technical duties at Department of Health (DOH) in Hernando County, requires the incumbent to make independent decisions and provide solutions to problems while operating within clearly defined policies, procedures, and guidelines. Duties involve compiling and maintaining local personnel records, recording data for each employee, i.e. but not limited to; address, absences, supervisory reports, appraisals, background screenings, drug testing, etc. Responsible for filing employment records and retrieving employees' files to furnish information to authorized staff for processing personnel actions.

Serves as the Personnel Liaison (PL); responsible for administrative work within the DOH - Hernando including but not limited to : gathering data from local files to answer inquiries and provide information for personnel actions. Prepares listings of vacancies and distributes information regarding the positions being advertised, conducts employment verifications, and approves of timesheets (if requested by supervisor). Maintain, update and prepare all local copies of employee's electronic personnel files, closed files, volunteer files, licensure, position descriptions, etc.

Files all forms, pay action(s), certificate(s), etc., in files according to policy. Copies and forwards originals to Consortium through FLHealthDeskHR. Responsible for typing of correspondence, policies and procedures, manuals, financial data; drafts routine acknowledgements in response to inquiries; maintains calendars, i.e., appointments scheduled, meetings, etc.

Serves as insurance and credit union liaison scheduling and announcing visits.

Manages the DOH - Hernando employee recruitment program. Ensures positions are authorized prior to recruitment and provides information to applicants and prospective applicants concerning specific positions and the advantages of state employment. Reviews position descriptions for correctness, post staffing requisitions through People First System and FLHealthDeskHR. Reviews complete recruitment packages, ensures the selection is job-related and well documented. Must be aware of current ADA, Veteran's Preference, EEO & Affirmative Action guidelines and laws.

Responsible for screening, reviewing all applications for employment according to policy and minimum qualifications of each position. Provides supervisors with grading criteria and all related information to complete the hiring process. Prepares hiring packets, verifies and maintains education licensure, and experience. Completes reference checks as requested.

Oversees and performs onsite Live Scan Level 2 fingerprinting and Level 1 sex offender checks. Completes the Drug Testing and Consent Notice and the Drug Screening Request Form for all safety sensitive positions and forward to regional human resources hub.

Input employees into TRAIN, coordinates and ensures all employees are enrolled and complete mandatory trainings. Conducts periodic verification of employee TRAIN completion. Responsible for tracking, monitoring, gathering, and inputting all training into TRAIN for seminars and classes attended by employees, i.e., annual security, code of ethics, HIV 501, CEU updates, CPR, licensure courses, domestic violence training. Maintains training schedules / calendars for orientation / training of new staff members, supervisory training and continuous training of all staff.

Conducts on-boarding / New Employee Orientation. Provide information regarding benefits and insurance programs. Coordinates and ensures all new hires attend the internal new hire orientation including reviewing and signing all required new hire paperwork, prepares employee identification badges, completion of new hire training, and provides HMS / People First training including input of required fields for timekeeping purposes. Provides benefits overview to include leave accrual, usage, and overtime guidelines, options for insurance, retirement and deferred compensation programs.

Provides guidance and interpretation of leave and attendance policies and procedures, rules and regulation. Acts as the Time Administrator in People First and assists employees and supervisors to ensure timesheets are completed and approved on a bi-weekly basis by the payroll deadline. Inform employees of internal process regarding leave without pay and forward to lead DOH - Hernando payroll representative. Assists employees and supervisors with input and approval of flexible schedules in People First. Serves as the HMS Liaison. Enters new employees into HMS. Enters provider licenses into HMS. Assists employees and supervisors with EAR coding, reviewing and certifying. Prepares reports for Administrator.

Serves as back up to Records Specialist as a Deputy Registrar, signs Death, Fetal Death and Birth Certificates, checks for errors, make copies of originals for DOH - Hernando records. Makes copies for clients and or Funeral Directors as requested and per current State guidelines. Verifies all data according to policy.

Required Knowledge, Skills, and Abilities :

• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of the methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

Qualifications :

Must have a minimum of 2 years of verifiable administrative support in an agency to include Microsoft operations, direct inquiry responses, data collection and maintenance, as well as data integrity.

Must possess a Notary Public certificate or are able to obtain within 90 days of hire.

Preferred fluent in any language in addition to English.

Preferred at least 1 year experience working in Vital Statistics i.e. birth and death certificates.

Where You Will Work :

7551 Forest Oaks Boulevard Spring Hill, FL 34606

300 S Main Street Brooksville, FL 34601

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 :