ADMINISTRATIVE ASSISTANT I

Administrative Assistant I - 64045509

The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Pasco County in its mission to protect, promote and improve the health of all people in Florida through integrated state, county and community efforts and its vision to be the Healthiest State in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.

Administrative Tasks:

• Will serve as the Administrative Assistant to the Executive Community Nursing Director and the Health Center Administrator; duties will include but not limited to; Prepares correspondence, maintains outlook calendar and appointment scheduling, maintains files as needed, oversees daily administrative activities, prioritizes work assignments, and ensures all office operations are completed in a timely manner.
• Assists Nursing Leadership, Program Managers and Administrators with data collection and preparation of programmatic reports and deliverables for various programs, including Family Planning (Title X), Maternal Child Health (Title V) and Sterilization.
• Creates and/or maintains spreadsheets and generates and monitors reports for Family Health Services division as needed or as requested. These reports will include daily/weekly/monthly clinic productivity reports and Title X required reports of Unknown Method, Unknown Income, Unknown Ethnicity, Unknown Provider and Unknown Race.
• Assists in keeping the Sterilization Log current. Will assist with the MCH Service/Activity Report. Will monitor data for the Healthy Babies report and LARC numbers. Will assist with data collection for Pasco's Performance Management System "Active Strategy".
• Maintains Title X training log to document staff attendance at mandated training/webinars. Works with the leadership team on special projects related to quality improvement, innovation, improving efficiencies, and space utilization. Assists with obtaining and preparing data and information for program presentations, power points, and implementing special project deliverables.

Program Support:

• Assists or creates travel events for division staff Assists Nursing Program Specialist with inventory and audit of Medication Room as needed. Participates in periodic medication counts at all sites when requested. Assists with planning, coordinating, room scheduling and set-up/tear down for staff meetings, in-services, webinars, and outreach events. Reviews, orders, and collects educational materials for presentation to I & E Committee. Coordinates programmatic meetings, prepares agendas, sends community invitations, and completes/disseminates minutes. Assists with program outreach and marketing/outreach campaigns as requested. Purchasing of supplies as requested. Assists with completion and obtaining signatures on various Internal Operating Procedures, STD Nurse Clinician Protocols, CLIA lab applications, Drug 54 Permit, 340B Certifications, American Proficiency Institute Lab Quality Assurance Program, Annual Review Neurological Injury Compensation Association (NICA), RN Protocols, Standing orders and Bi-Annual Review USCIS (United States Citizenship and Immigration Services) application.
• Manages the Family Health Services internal SharePoint site. Other duties: Assist School Health Nurse and Staff with EARS entry – Assigned monthly data entry of school staff EARS and generation of report. HMS SIG group – appointed member. Travel Champion – appointed STMS (Statewide Travel Management System) champion to assist other travel champions and staff with STMS Travel questions-guidance. Safe Custodian – back up support for Clerical Clinic Supervisor. Will serve as the primary contact for Pasco's HIE (Health Information Exchange) Protenus Monitoring system. Medical Record requests for: Diligent Search, Social Security Administration. Monthly phone reports: Avaya Calls and Abandoned reports and Clerks Expectations log. Performs other related duties as assigned which include, but are not limited to, Emergency Shelter Duty; attend and participate in monthly staff meetings, conference calls and assigned workgroups or committees; Enters EARS into HMS within the appropriate time period; Submits timesheets to supervisor on time; Reads and responds to email daily.

Required Knowledge, Skills, and Abilities:

• Knowledge of the principles and techniques of effective communication. Ability to collect, record, and analyze data relating to clinical and programmatic procedures. Ability to prepare reports. Ability to understand and apply applicable rules, regulation, policies, and procedures. Ability to plan, organize, and coordinate work assignments. Ability to communicate effectively. Ability to work independently. Ability to utilize software programs including Microsoft Word, Excel, Outlook, PowerPoint, and Adobe Acrobat. Ability to learn new software programs and systems

Qualifications:

• Minimum: Extensive experience with Microsoft Word, Excel, PowerPoint, Outlook, and Teams. Strong background supporting executive-level management in high-level administrative roles. Skilled in planning daily workloads, meeting deadlines, and coordinating project needs to support organizational goals. Proficient in administrative and clerical functions, including preparing correspondence, welcoming visitors, arranging conference calls, and scheduling.
• Preferred: Associate degree. 3 - 5+ years of high-level administrative experience. Valid Florida Driver's License. Experienced in creating logs and spreadsheets, as well as working with electronic database systems

Location: Hudson, FL, US, 34667