National Desert Storm War Memorial

Administrative Assistant III/Staff Assistant

Florida Department of Health
Published
June 12, 2018
Category
Default  
Job Type

Description

This position is in the process of being reclassified from an Administrative Assistant III to a Staff Assistant.  The salary, duties and responsibilities reflect the Staff Assistant.

This position provides administrative support for two areas, Public Information and Public Health Preparedness.  The Staff Assistant supports program management by performing clerical administrative duties including the preparation of correspondence, receiving visitors, arranging conference calls, scheduling meetings, organizing office communication needs, including telephone and radio service, and routing telephone calls.

Public Information - Answers telephone and route all media inquiries. Maintains comprehensive media and mailing lists, customer inquiry database, answers or routes internet inquiries, maintains office management activities including supplies.  Researches and maintains mailing/email lists of legislative delegations, newsletter distribution, annual reports, divisional reports, and special project reports. Orders and maintains office supply inventories including print shop. Handles daily correspondence via mail, electronic means, faxes, mileage logs, appointments. Acts as intake and job coordinator for Public Information Personnel including Artist.

Public Health Preparedness—Route inquires to appropriate areas, maintain informational databases for all hazards. Assist preparedness staff in updating manuals, and other readiness materials.  Maintain files for Preparedness Coordinator and other documents as deemed appropriate. Fulfill purchasing requisitions and travel request vouchers. Maintain portable communication equipment. Work emergency duty as assigned.

Miscellaneous Office Assistant Duties: Maintain all filing records, supply needs, communication equipment, copy center and other office materials.   Other duties as assigned.

Knowledge, skills and abilities, including utilization of equipment, required for the position:

  • Knowledge of media production, communication and dissemination techniques and methods including alternative ways to inform and entertain via written, oral and visual media.
  • Knowledge of digital media, editing, writing, print layout, photography. Broad based computer software capability including Microsoft 365, Adobe Acrobat and creative suite.
  • Ability to respond and work during non-normal work hours and to alternate duties during emergency or disaster.
  • Excellent written, and verbal communication skills.  (bi-lingual preference)
  • Knowledge of accepted business practices—telephone, computer, fax, note taking, record keeping.

 

  • Other job-related requirements for this position:
  • Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency.  Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.

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June 12th, 2018
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