Administrative Support Supervisor V - 64086145

Administrative Support Supervisor V - 64086145

Come Join DOH-Team Duval! If you are looking to establish an exciting and successful career in Public Health, you have come to the right place. Many of our innovative and successful health programs are recognized throughout Florida.

The incumbent for this position will be responsible for planning, organizing, and coordinating work assignments for all Environmental Health administrative support staff and all phases of the critical and comprehensive front desk, billing, clerical, and permitting processes for all Environmental Health programs. This position reports directly to the Environmental Health Administrator. The incumbent will spend more than 50% of the time engaged in supervisory responsibilities. Supervisory responsibilities include, but not limited to communicating with, motivating, training, and evaluating employees in addition to planning and directing employees' work. The incumbent has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action. In addition, the incumbent will be required to develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensuring proper coverage, and complete timesheets.

This position will monitor and perform various clerical duties in accordance with standard procedures for all EH programs. Responsible for answering office phones promptly and in a professional and courteous manner, referring calls to the appropriate person, Division, or agency. Takes accurate and complete messages, answers routine questions, and provides directions to the department when needed. Responds to clients at the front desk in a prompt and professional manner assisting with applications, plans and fees.

Additional duties of this position include, but are not limited to, budget coordination, entering purchase requisitions and receiving invoices for payment, procurement card management, training coordination, payroll and time management reporting and support, on-boarding new staff, ensure proper ordering and stocking office supplies, inventory control, and maintaining Division/Bureau/Section emergency management standard operating procedures. Coordinates with management and other administrative staff on purchases, transfers, and surplus of equipment to ensure department procedures are followed and all offices are in compliance.

Position will be responsible for all critical and comprehensive billing and permitting processes of all Environmental Health Programs. Incumbent routinely extracts and collates permit data, inputs data into the computer, reviews data for accuracy and completeness, revises and updates permit information and prints permits for mail out to clients. Ensures permits are accurately logged to comply with established audit control policies. Manually and electronically files incoming documents related to program activities, assists with electronic generation of public notification letters regarding well water results. The position is also responsible for monitoring all aspects of EH digital archiving, including use of scanning equipment/ software for digital documentation, database management, and records boxing and storage procedures.

Responsible for monitoring and coordinating all aspects of EH cashiering, including but not limited to, validation of recorded cash/receipts, preparing deposits, reconciling and fund balancing, bill file creation, and processing account payables or receivables.

Ensures prompt and accurate preparation of all Divisional programmatic correspondence to internal/ external clients and various public officials. Monitors/ Prepares travel authorizations and vouchers, files all program correspondence and information in designated areas and maintains files in an accurate and professional manner.

Complies with all program evaluation requirements. Prepares educational materials for all sanitation programs in an efficient manner. Implements the Sunshine One Call responsibilities as described in Chapter 556, Florida Statues on a daily basis.

Position is responsible for completing all required reports including Daily Activity Reports, HMS, People First Leave and Attendance, Outlook calendars, and any other necessary documents.

Performs all special assignments and other duties and responsibilities as required, including but not limited to participation in all matters relating to disaster drills and actual emergencies/disasters.

Preferred Knowledge, Skills, and Abilities:

• Skilled in communicating with, motivating, training, and evaluating employees, and planning and directing employees' work assignments.
• Able to hire, promote, assign, reward, or discipline subordinate employees or effectively recommend such action.
• Able to solve problems and make decisions.
• Must have a good understanding of all applicable Florida Statutes and Administrative Codes.
• Must have good math skills for this position and Class Code. Computer Skills i.e. Excel, EHD, CENTRAX, Power Point, Access, Outlook.

DOH Leadership Competency: Emotional Presence – maintains appropriate self-confidence and controls emotional reactions when relating to others in a group or one-on-one so effective communication can occur. Communicates without ridicule, threats, or emotional outbursts. Allows time for practice of new tasks or skills. Explains reasoning behind own opinions. Remains calm in high-pressure situations. Demonstrates high standards of ethical conduct.

DOH Leadership Competency: Budget Management- monitors expenditures in support of programs and policies. Identifies cost-effective approaches.

DOH Leadership Competency: Impact and Influence – possesses an intention to persuade, convince, influence, or impress others in support of DOH-Duval vision, mission, and strategy. Promotes professional leadership and growth.

DOH Leadership Competency: Managing Change – motivates, trains, and develops a diverse workforce and provides an environment conducive to achievement and growth.

DOH Leadership Competency: Staffing – assesses current and future staffing needs based on agency goals and budget realities. Ensures staff are appropriately selected, developed, utilized, appraised, and rewarded; takes corrective action appropriately.

DOH Leadership Competency: Interpersonal – establishes productive, cooperative relationships with subordinates, peers and management. Understands and responds to others' needs and priorities. Resolves conflict in positive ways. Works in collaboration with all partners.

DOH Leadership Competency: Judgment – weighs alternative courses of action and makes decisions that reflect factual information and are based on rational and logical assumptions that take organizational resources into consideration. Ensures adherence to protocol, policies, and procedures.

Qualifications:

Minimum:

• Experience in leadership
• 3 years of professional clerical experience
• 3 years of experience preparing various correspondences such as letters, memos, spreadsheets, reports, agendas and meeting minutes
• 3 years of experience working with the public, such as providing customer service in-person or by phone

Preferred:

• Associate degree

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:

Innovation: We search for creative solutions and manage resources wisely.

Collaboration: We use teamwork to achieve common goals & solve problems.

Accountability: We perform with integrity & respect.

Responsiveness: We achieve our mission by serving our customers & engaging our partners.

Excellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

Florida Department of Health in Duval County

921 N. Davis Street Bldg. B, Suite 350

Jacksonville, Florida 32209

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 www.myfrs.com )

• Flexible Spending Accounts
• Tuition waivers
• And more!

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com .

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