ADMINISTRATIVE ASSISTANT I - 64041202 1

Administrative Assistant I - This is an internal promotional opportunity only. Only current Department of Health employees will be considered. Thank you for your interest in career opportunities with the Florida Department of Health in Polk County. If you are looking to establish a successful career in Public Health, you have come to the right place.

Many of our innovative and successful health programs are recognized throughout Florida. We hope you decide to join our team!Applicants will be contacted directly if selected for an interview.Your specific responsibilities include supporting the Florida Department of Health in Polk County in its mission to protect, promote, and improve the health of all people in Florida through integrated state, county, and community efforts. Furthermore, the incumbent is expected to incorporate the agency values of innovation, collaboration, accountability, responsiveness, and excellence in all aspects of their work.This is a skilled and independent administrative support position in the Polk/Hardee WIC Program, reporting directly to the Public Health Nutrition Program Director. This position requires that the incumbent possess a knowledge of accounting and budget practices, the WIC computer system, FLAIR, personal computer skills, and WIC program rules and regulations.

The incumbent interfaces on a regular basis with the supervisors and staff of the Polk/Hardee WIC Program, the State WIC/Nutrition Program in Tallahassee, and the Fiscal Department of the Polk County Health Department.Key duties include preparing the WIC monthly report of operations, the reimbursement document for WIC funds to the local county public health department; tracking percentages of staff time by the categories of administration, client services, nutrition education, and breastfeeding; compiling nutrition education summary sheets; ensuring that proper documentation exists to support salary and fringe benefits, travel, expense, OPS, OCO, and contract staff costs billed; reconciling and documenting all expenses using FIS and by working closely with the health department fiscal office; receiving, tracking, and scanning copies of formula invoices for the WIC Division to Tallahassee WIC to comply with prompt payment requirements; preparing the WIC and Nutrition Division budgets and entering in FIRS with input from the division director; managing the division's Breastfeeding, General Nutrition, and Indirect budgets; tracking all budgets by category to ensure a proper spending rate; serving as the agency Voter Registration coordinator; providing assistance to the Nutrition Director as needed; working independently answering phone calls, recording messages, and problem solving; responsible for forwarding communication from Tallahassee to staff members when requested; interpreting established policies and providing information for the resolution of problems; attending and participating in staff meetings, in-service trainings, and other staff development activities; complying with all Department of Health and WIC security and confidentiality rules and regulations; completing administrative forms/reports such as EARs, timesheets, and travel per department policies and required deadlines; completing all mandatory trainings within required time frames; monitoring and compiling monthly reports for all 7 Polk/Hardee WIC sites; developing accounting and tracking procedures to enable local sites to document local expenses and inventories; assisting with maintaining the master inventory of EBT (Electronic Benefits Transfer) cards; updating and disseminating the Emergency Contact List for all WIC staff on an ongoing basis; responsible for taking accurate WIC Supervisor Staff Meeting minutes and submitting to the WIC Director for review; maintaining significant understanding of the FL-WiSE data system; available to assist in clinic as necessary; performing other duties as required including performance of additional interpreter duties, consistent with skill level and as needed.This position may serve clients that speak only Spanish, Creole, or other languages. It may require performance of interpreter duties, if bilingual, or implementation of the Department's Limited English Proficiency Plan.Information Custodian for the WIC/Nutrition Division. Serves as the Information Custodian of assigned Information Sets; maintaining the confidentiality of the information in accordance with state, and federal statutes, rules and regulations and Department of Health Information Security Policies, Protocols and Procedures, in accordance with Protocol: Security - 3, V, Sec 1-3.Required knowledge, skills, and abilities include knowledge of WIC Program rules and regulations, FL-WISE data system, FIS and FIRS, Microsoft Office Programs: Word, Excel, PowerPoint, Outlook, Teams. Ability to establish and maintain effective working relationships with others, including those of diverse ethnic backgrounds.

Ability to manage time and prioritize projects - ability to plan, organize and coordinate work assignments. Ability to meet deadlines. Ability to communicate effectively - ability to prepare correspondence and administrative reports. Ability to prepare and maintain various accounting records.Qualifications include Florida Driver's License - Must possess a valid Florida Driver's License.The benefits of working for the State of Florida include 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; flexible spending accounts; tuition waivers; and more!