ADMINISTRATIVE ASSISTANT II Position Available In Escambia, Florida

$42k
Per Year
Position range in Florida $51k – $79k Per Year

ADMINISTRATIVE ASSISTANT II

State of Florida:

Department of Health

Occupation:

Executive Secretaries and Executive Administrative Assistants

Location:

Pensacola, FL – 32501
Positions available: 1
Job #: 851201

Source:

MyFlorida

Posted:

4/15/2025

Web Site:

jobs.myflorida.com

Job Type:

Full Time (30 Hours or More) Job Requirements and Properties Help for Job Requirements and Properties. Opens a new window. Job Requirements and Properties Help for Job Requirements and Properties. Opens a new window. HS Job Description Help for Job Description. Opens a new window. Job Description Help for Job Description. Opens a new window. •

ANTICIPATED VACANCY

•Job posting category

Open Competitive Your Specific Responsibilities:

This position coordinates various administrative tasks for the Clinical Nursing Programs that can be highly technical, diverse in nature, confidential, require independent judgment, accurate typing, excellent computer skills, filing and other general office skills. Performs a wide range of duties under limited supervision. The ability to anticipates the needs of the division to facilitate operational goals. Maintains security of confidential and sensitive information accessed in performance of job duties. The nature of this role requires this position to conduct all activities in a professional manner exercising tact, confidentiality, diplomacy, and sensitivity, and to ensure that information supplied to others is technically correct and in compliance with all federal, state, and departmental policies/procedures. This position reports directly to the Public Health Services Manager E-SES. Travel may be required. Administrative Support Functions Provides administrative and general clerical support. Maintains general files for the Clinical Nursing Programs and updates as necessary. Maintains knowledge of current statutes, rules, regulations, policies, and procedures. Coordinates meetings as assigned. Maintains visible posted Professional Licenses for Clinicians and Registered Nurses in the clinic. Maintains required laboratory and pharmacy licenses. Maintains office, medical and equipment inventory. Ensures annual clinic equipment calibration is performed timely for microscopes and scales. Maintains Clinical Nursing file on the shared Clinical Nursing network folder, Pharmacy drug order, and Medication count. Works as back-up to other clerical staff within the clinic, checking in clients and processing medical referrals. Maintains and submits renewals for the Clinical Laboratory Improvement Amendments (CLIA) Waiver and the CLIA Administrative certificate. Also submits information for Permit #544 Florida Drugs, Devices and Cosmetics information. Maintains current information of division policies and programs. Processes routine matters within established policies. Maintains biohazard manifest on the shared Clinical Nursing network folder for annual inspection. Coordinates and reviews all routine and out of town travel arrangements for Clinical Nursing staff to assure compliance with current state policies. Provides guidance and advice to employees on necessary documentation before and after travel for special justification, advanced travel pay, and purchase orders, to ensure compliance with Escambia County Health Department (Escambia CHD) policies. Purchasing, Inventory, and Budget Manages inventory and purchasing within established budget and purchasing guidelines and restrictions. Maintains State Purchase Card (P-card) to support these activities. Ensure all vendors are in compliance in MyFloridaMarketPlace (MFMP); assist potential vendors in the enrollment process. Develop and manage purchase requisitions including blanket requisitions. Orders all supplies and equipment for Clinical Nursing programs, including pharmaceuticals and vaccines. Monitors encumbered balances. Organizes, maintains, and monitors stock in procedure and overflow room. Assists with research, planning and evaluation related to program purchases in accordance with Escambia CHD policies and procedures. Documents and justifies variances as needed. Reviews and certifies Laboratory invoices prior to submission to Fiscal. Refugee Program Coordinates the Refugee Program. This includes, but is not limited to, participating in monthly conference calls; invoicing, monitoring, and tracking of completed appointments, laboratory requisitions and results, physical exams, and Immunizations. Coordinates with front desk and Immunization staff on refugee cases. Monitors and reconciles billing statements from laboratories with the Health Management System (HMS), the Florida Medicaid Managed Information System (FLMMIS), and designate cost assignment. Personnel Functions as the personnel liaison for the Clinical Nursing Programs. Assists with recruitment, onboarding, and other personnel activities. Prepares advertisement, interview, and hire packets. Responsible for assuring that all personnel transactions are submitted in an appropriate and timely manner. Acts as resource guide for staff regarding personnel information including but not limited to TRAIN Florida, People First, and HMS. Submit Employee Activities Reports (EARs) within one day of the end of the pay period and spot check staff members for accuracy.

Required Knowledge, Skills, and Abilities:

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