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Posted: Friday, September 1, 2017 3:12 PM

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Requisition No:19886

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT III-SES - 64084606

Position Number:64084606

Salary: $34,501.48

Posting Closing Date: 09/14/2017

REQUIREMENTS

This is a highly responsible administrative and professional position for the Alachua County Health Department providing complex administrative support functions by preparing reports, handling information requests, assisting with program management, performing administrative and clerical functions, receiving visitors, arranging conferences and scheduling meetings under the direct supervision of the Community Health Nursing Consultant.

Coordinates, directs and trains clerical/administrative personnel with related duties. Carries out supervisory responsibilities in accordance with the organization's policies and procedures, to include interviewing, training employees; planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems.

Assists with the budget assessment and tracking for the clinical programs at the ACHD. Maintains, monitors and assesses clinical financial budget reports via various databases. Provides and records reports and status updates to the Finance program manager on a weekly basis. The incumbent in this position is required to satisfactorily complete the following trainings in TRAIN at least 30 days prior to the beginning of each annual budget cycle established in the RPI process: FDOH FIRS-Our People, FDOH FIRS-Fiscal Reports and FDOH FIRS-Budget Module L4. The incumbent will serve as a Level 4 Budget Manager to include the preparation and monitoring of annual budget for assigned program area. This will require reviewing and monitoring of OCA budgets and EAR completion in an accurate and timely manner by the incumbent and all employees under their direct supervision. The incumbent must possess the necessary knowledge, skills, and abilities to be able to meet the core competencies regarding budget responsibilities and the computer skills to navigate the budget. The incumbent is required to review assigned program budgets and OCA balances monthly and at a minimum meet with the CHD Business Office quarterly to make any necessary budget adjustments.

Responsible for ensuring support for preparing correspondence for the Medical Executive Director, Sr. CHN Director, Assistant Director of Nursing, CHN Consultant, and SCHN Supervisor. Responsible for ensuring minutes are secured for the clinical support meetings, to include transcribing and posting minutes on the SharePoint folder.

Tracks annual leave requests for MD's and practitioners on a monthly basis and provides a clinic schedule accordingly. Responsible for the Customer Satisfaction Surveys for the ACHD Main Site and Alachua Clinic quarterly. Attends weekly, monthly, and as needed meetings as determined by the Sr. CHN Director and provides written meeting minutes/notes to Sr. CHN Director/ADON for approval, in a timely manner.

Maintains confidentiality of protected health information and reports any unauthorized disclosure per guidelines.

Performs other related duties as required/requested.

Responsible for securing the designated information sets for the purposes of protecting confidentiality, data integrity, and appropriate access for all information, both confidential and public record, which is stored in hard copy and electronic forms.

Incumbent may be required to work during or beyond normal work hours or days in the event of an emergency.

Emergency operation functions of the incumbent include but are not limited to special needs shelters, Red Cross Shelters, or other emergency functions.

Must have a minimum of at least 2 years experience working in a public health setting. Must have at least 1 year of supervisory experience. Experience in budgeting funds for clinics preferred.

All applications must be completed online through People First. No faxed or mailed applications will be accepted by the agency.

**NOTE: 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 participation in direct deposit.

Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check.

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: (link removed)

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.

KNOWLEDGE, SKILLS & ABILITIES

Preferred skills include: Microsoft Office; Ability to time manage effectively;Excellent organizational skills; associate/bachelor's degree preferred.

Duties and Responsibilities

This is a highly responsible administrative and professional position for the Alachua County Health Department providing complex administrative support functions by preparing reports, handling information requests, assisting with program management, performing administrative and clerical functions, receiving visitors, arranging conferences and scheduling meetings under the direct supervision of the Community Health Nursing Consultant.

Coordinates, directs and trains clerical/administrative personnel with related duties. Carries out supervisory responsibilities in accordance with the organization's policies and procedures, to include interviewing, training employees; planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems.

Assists with the budget assessment and tracking for the clinical programs at the ACHD. Maintains, monitors and assesses clinical financial budget reports via various databases. Provides and records reports and status updates to the Finance program manager on a weekly basis. The incumbent in this position is required to satisfactorily complete the following trainings in TRAIN at least 30 days prior to the beginning of each annual budget cycle established in the RPI process: FDOH FIRS-Our People, FDOH FIRS-Fiscal Reports and FDOH FIRS-Budget Module L4. The incumbent will serve as a Level 4 Budget Manager to include the p

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• Location: Gainesville

• Post ID: 18413412 gainesville
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