Requisition No: 31939 

Agency: Department of Health


Position Number: 64007059 

Salary:  $33,533.32 

Posting Closing Date: 03/15/2018 


Florida Department of Health


Open Competitive

Tallahassee, FL

Salary: $33,533.32



Administrative Assistant II


The Florida Department of Health, Division of Medical Quality Assurance, Office of the Bureau Chief for Health Care Practitioner Regulation is seeking an individual tojoin our support team for the bureau staff; the Board of Medicine and the Board of Osteopathic Medicine’s Physician Certification Pattern Review Panel and Joint Committee on Medical Marijuana; and the Medical Marijuana Research and Education Coaltion.  The incumbent will work with the team and independently with minimal supervision, by applying sound decision-making processes, developing, organizing and prioritizing routine duties and special assignments, and completing those tasks in an efficient manner with quality results.  Incumbent handles confidential information on a "need to know" basis as defined in the Information Security and Privacy Policy, DOHP 50-10.  The incumbent complies with all standards that accompany this description and is responsible for the accuracy, integrity,security and privacy of client, employee and program information under the direct control of this position.


Duties include but are not limited to:

1. Administrative Support to the Office of the Bureau Chief for Health Care Practitioner Regulation:
• Professionally and courteously handling inquiries from all points of contact, e.g. the public, DOH Headquarter
staff, local government agencies, and community partners.
• Applying standard office practices and skills to routine tasks including but not limited to scheduling appointments
and meetings; preparing meeting materials; processing incoming and outgoing mail and package deliveries;preparing correspondence; arranging travel, preparing authorizations to travel, and completing travel expense reimbursement vouchers; researching, compiling, and preparing reports; ordering supplies; and performing special assignments and/or additional duties upon request.
• Performing Human Resource duties including but not limited to preparing position descriptions; preparing
organizational charts; advertising to fill vacancies, recruiting, interviewing, and hiring.
• Facilitate report generation and review, including updates (Memoranda, Newsletters, Web or Email-based
• Preparing, monitoring, and updating the project management documents.
• Ordering supplies; scheduling appointments and meetings; and preparing meeting materials.
• Performing Human Resource duties; performing special assignments; and performing additional duties upon


2. Certification Pattern Review Panel: 

The Administrative Assistant II provides administrative support on an as needed (at times daily) basis to the Executive Directors and staff for the Board of Medicine and the Board of Osteopathic Medicine, and the members of the Physician Certification Pattern Review by responding to inquiries from all points of contact; receiving and processing mail and deliveries; scheduling appointments and meetings; preparing meeting materials; and performing additional duties upon request.  These tasks require knowledge of and proficiency in standard business office practices and knowledge and proficiency in applicable DOH policies and procedures.


3. Interagency Collaboration: 

Ensure that data, reports, presentations, and written products from the office of the Bureau Chief and the Physician Certification Pattern Review Panel comply with department, division, and office guidelines as well as state and federal guidelines for data security and protection of individual’s medical records and other personal health information under HIPAA.  Solicit and collect feedback during the development, refinement, and maintenance of procedures and protocols related to supporting 381.981 and 1004.4351, F.S. and communicating with the Medical Marijuana Research and Education Coalition.  Requires compliance with DOH policies and excellent written and oral communication skills.

4. Policy and Procedure Management: 

Maintain files and document protocols and procedures related to data access, collection, analysis, sharing and related audit protocols and procedures; Assist in compiling data, generating and distributing quarterly reports to DOH administrators by using multiple venues (e.g. email, newsletters, CorrFlow, etc.). Proficiency in MS Word, Excel and graphing is required.

5. Internal and External Event Scheduling: 

Coordinate meetings, trainings and other events with other MQA staff by distributing invitations, collecting RSVPs, preparing meeting materials, providing or making provision for on-siteaudio/visual equipment, recording and publishing minutes, acting as liaison to speakers and facilitators, and providing other logistical support as needed.  This task requires proficiency in Outlook, creating and maintaining distribution lists, effective written and oral communication skills, and the ability to network with co-workers, community organizations, and the public.


Knowledge, skills and abilities, including utilization of equipment, required for the position:
• Adjust actions in relation to others' actions
• Communicate effectively with others in writing as indicated by the needs of the audience
• Listen to what other people are saying and ask questions as appropriate
• Prioritize individual workload in a changing environment
• Talk to others to effectively convey information
• Teach others how to do something
• Work independently or with minimal supervision; seek clarification when needed
• Develop approaches for implementing an idea
• Find ways to structure or classify multiple pieces of information
• Identify the nature of problems, the things that must be changed to achieve a goal
• Look at many indicators of system performance, taking into account their accuracy
• Use logic and analysis to identify the strengths and weaknesses of different approaches
• Follow, modify, and create office procedures, practices, and protocols
• Know how to find information and identifying essential information
• Knowledge of administrative/office principles and practices
• Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency
rules, and the democratic political process
• Knowledge of principles and processes involved in business and organizational planning, coordination, and
• Plan, organize, coordinate work assignments and communicate effectively verbally and in writing
• Understand, interpret and apply applicable rules, regulations, policies and procedures
• Knowledge of standard business formats and styles for letters and business forms
• Prepare correspondence and administrative reports
• Review data and deliverables for accuracy and completeness
• Collect, evaluate and analyze data
• Knowledge of basic accounting procedures
• Knowledge of filing practices and ability to organize and maintain diversified filing system
• Knowledge of policies and practices involved in personnel/human resource functions
• Knowledge of the structure and content of the English language including the meaning and spelling of words,
rules of composition, and grammar
• Knowledge of the techniques used for answering telephone calls in a courteous and efficient manner• Understand written sentences and paragraphs in work related documents
• Ability to frequently use telephone, computer, copier and small hand tools, i.e.; stapler, scissors, etc.
• Ability to operate general office equipment
• Knowledge of state computer software programs, including Ariba Procurement, People First, goTravel, Microsoft
Office Professional (Word, Excel, Publisher, Access, PowerPoint and Outlook)


**All applications for employment must be received via the People First System.


Please be advised:

Thank you for your interest in career opportunities with the Florida Department of Health.  If you are looking to establish a successful career in the Health Care Field, you have come to the right place.  Many of our innovative and successful health programs are recognized throughout the State of Florida.  We hope you decide to join our team! 



**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/or drug screening 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:


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.

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 (1-866-663-4735). 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.

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  Veterans’ Preference documentation requirements are available by clicking here.  All documentation is due by the close of the vacancy announcement. 

State of Florida
Full time
TALLAHASSEE, Florida 32399, US