Administrative Assistant III - Ses - 64063903

duties and responsibilities for Administrative Services at Hernando CHD and 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. 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. Administrative Serves as the Personnel Liaison (PL); responsible for administrative work within

the CHD including but not limited to: Gathering data from employee's local files to answer inquiries and provide information for personnel actions. Prepares listings of vacancies and distributes information regarding the positions being advertised.

employment verifications, approve timesheets and serve as Notary Public. Maintains updates and prepares all local copies of employee's electronic personnel files, closed files, volunteer files. Files all forms, pay action(s), certificate(s), etc. in files according to policy. Copies and forwards originals to Consortium through FLHealth Desk HR. 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. Maintains daily leave and attendance for Administrative Services; processes and or distributes all outgoing and incoming mail for the department. Insurance and Benefits: Serves as insurance and credit union liaison for scheduling and announcing visits. Assists with open enrollment initiatives and actions. Recruitment Manages the county health department 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. Provides case management for supervisors posting staffing requisitions through People First System and FLHealth Desk HR. 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 education licensure, and experience. Completes reference checks in instances where supervisor/designee is not able to. Background Checks Oversees and performs onsite Live Scan Level 2 fingerprinting and Level 1 interaction offender checks. Completes the Drug Testing and Consent Notice and the Drug Screening Request Form for all safety sensitive positions and forward to lead CHD. TRAIN Administrator Input employees into TRAIN, coordinates and ensures all employees are enrolled and complete mandatory trainings. Responsible for monitoring, gathering, and inputting all training, seminars and classes attended by employees, i.

e. annual security, code of ethics, HIV 501, CEU updates, CPR, Environmental licensure courses, Domestic Violence Training, etc. into TRAIN for tracking, monitoring, and auditing of same. Maintains training schedules/calendars for orientation/training of new staff members, supervisory training, and continuous training of all staff. Maintains and updates employee computerized training attendance data. Employee On-Boarding Assists with or conducts on-boarding/New Employee Orientation and training. Explains 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, provides People First training including input of required fields. Provides benefits overview to include leave accrual, usage, and overtime guidelines, options for insurance, retirement, and deferred compensation. Attendance and Leave, Health Management System (HMS): 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 CHD 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. Vitals Statistics 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 Hernando County Health Department records.

Mails original certificates to Office of Vital Statistics in Jacksonville, files burial transit permits and copies of Embalmer's Affidavit, makes copies for clients and or Funeral Directors as requested. Verifies all data according to policy. Mentoring Program and Volunteer Program Serves as the coordinator/liaison for the Mentoring Program of Hernando County Health Department. Responsible for preparing all reports and correspondence according to program guidelines.

Recruit and sign-up volunteers for each department upon request and or need. Monitors, completes, and maintains all files, background checks, leave and reporting requirements for the Volunteer and Mentor programs. Possesses a Notary Public certificate or will obtain within 90 days of hire. 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: 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.

Possesses a Notary Public certificate or will obtain within 90 days of hire. Preferred: Fluent in any language in addition to English 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: Hernando County Health Department 7551 Forest Oaks Blvd. - Spring Hill, FL 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 ); Flexible Spending Accounts; Tuition waivers; And more!

For a more complete list of benefits, including monthly costs, visit www. mybenefits.. 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. Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center -xyz X).

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. Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise.

Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country. 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 -xyz X). 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.