ADMINISTRATIVE ASSISTANT I - 64054541 Date: Feb 13, 2025 The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce\_operations/human\_resource\_management/for\_job\_applicants/e\_verify) . Requisition No: 846741 Agency: Department of Health Working Title: ADMINISTRATIVE ASSISTANT I - 64054541 Pay Plan: Career Service Position Number: 64054541 Salary: $1,292.00 - $1,380.00 biweekly Posting Closing Date: 02/27/2025 Total Compensation Estimator Tool (https://compcalculator.myflorida.com/) OPEN COMPETITIVE DeFuniak Springs, FL Your Specific Responsibilities: This work is performed in the Women, Infants, and Children (WIC) Program at the Walton County Health Department under the supervision of the WIC Director. The work requires possessing a knowledge of WIC practices and procedures in order to apply program knowledge and recommend solutions to problems relating to WIC. Incumbent must be able to analyze policies and procedures to improve WIC processes and use initiative to devise new methods and approaches related to WIC and DOH services. This position serves as administrative support staff and serves as back up to the front desk staff and interview clerk when needed. Is knowledgable regarding WIC program regulations and interprets rules, policies, and/or regulations for staff and clients. Assists staff with resolving issues related to WIC data collection, benefit issuance, and appointment scheduling. Completes multiple reports for both WIC site locations at the Walton CHD. Completes quarterly quality improvement along with monthly customer services satisfaction survery results; review all and shares results with staff along with plans for improvement for issues found. Obtains demographic and health data through telephone and face to face interviews with current and potential WIC Program participants and inputs client information into the FL WiSE system. Determines income eligibility of current and potential WIC program participants based on federal and state income guidelines and procedures for determining program eligibility. Determines Medicaid eligibility through the FL WiSE system and FMMIS to determine adjunctive eligibility for the WIC Program. Evaluates program eligibility status of each client to ensure a valid benefit issuance can be performed. Issues FL-WiSE EBT benefits to certified participants in accordance with procedures outlined in DHM 150-24 and the FL-WiSE WIC System Guide. Schedules appointments for participants/potential participants through the WIC FL-WiSE System. Answers questions regarding access to WIC program services. Refers participants to appropriate health department services, other state programs and/or to applicable community agencies and organizations. Performs follow-up activities regarding referrals for WIC program services and for missed WIC program certification appointments. Instructs participant, parent/guardian in the proxy procedure, certification periods, and appointment policies. Completes and/or updates WIC Program Verification of Certification/Identification (VOC) cards. Instructs participant, parent/guardian in the redemption process of FL-WiSE EBT benefits and Farmers Market coupons and notifies participants of their rights and responsibilities as a WIC program participant. Offers voter registration and maintains appropriate documentation. Provides participants with guidance to community referrals as needed upon successful completion of Florida Nutrition Training Guide Series. Assists with delivery of Nutrition Education newsletters as needed. Participates in the nutrition education, breastfeeding and outreach components of WIC program including representing the WIC program at community health events. Responsible for Voter Registration weekly so that timely submission is reached. Orders office supplies and equipment prepares purchase requisitions and processes receiving reports for items ordered within established guidelines. Uses P-card to order routine office supplies utilizing the My Florida Market Place system (MFMP). Orders, receives, reconciles, and maintains the agency and site inventories of WIC EBT cards and special formula in accordance with procedures outlined in DHM 150-24. Obtains quotes for non-contract items and alternate contract source items. Orders WIC EBT cards and appropriate program material including nutrition and breastfeeding related handouts from the state office. Ensures all WIC materials and outreach pamphlets are current and in program compliance. Provides support for ordering and inventory for exempt infant formula and WIC-eligible nutritional’s along with support for processing invoices for exempt infant formula and WIC-eligible nutritional’s to standards of which comply with Section 215.422, Florida Statutes and Chapter 69I-24, Florida Administrative Code. Coordinates with WIC Director and staff on ordering and inventory management. Acts as back up for the Vendor Manager for the Walton County WIC Program. Completes all Vendor Manager compliance reviews, paperwork and reports in a timely manner. Plans, coordinates and presents at countywide vendor management meetings and workshops for WIC vendors at least every other year or as directed by the State WIC office. Acts as liason between local WIC vendors and the State WIC office. Primary lead for investigating allegations of local client fraud and/or program abuse. Conducts investigations and reports findings to the local WIC Director as well as the State WIC Office Fraud Unit. Sends correspondence to clients via certified mail, notifying them of any suspension from the WIC program for fraud and abuse after investigations are completed. Acts as back up for the Information Custodian for the designated information set of WIC records; maintains the security and confidentiality of all information contained within this set. Develops and implements a record management system and assures compliance with Federal and State program regulations regarding records retention and destruction. Dispositions records as necessary. Organizes storage and destruction of records by third parties. Acts as back up for the Walton County WIC lead for the Farmer’s Market Nutrition Program (FMNP). Maintains master inventory for FMNP coupons each year. Distributes information to local WIC staff regarding updated FMNP training. Updates handouts with local farmers market information as needed. Responsible for tracking voided and destroyed FMNP coupons. Accountable for proper issuance, inventory, storage and security of FMNP coupons. Attends and participates in staff development and training and required in-service training sessions, as well as regularly scheduled departmental staff meetings. Prepares and submits bi-weekly reports of time and services provided. Attends meetings, serves on committees and performs other related duties as assigned. Travels to various clinic sites as scheduled. Completes annual training updates. Submits reports and assigned duties within required time frames; including but not limited to weekly, monthly and quarterly FL-WiSE reports assigned. Completes assigned inventories in a timely manner. This position has the ‘Need to Know’ for the following information sets: Immunizations, Medical Records, WIC, Healthy Start and Personnel. Required Knowledge, Skills, and Abilities: + Knowledge of administrative principals and office procedures and practices. + Ability to collect and sort data. + Ability to conduct accurate inventories and maintain purchasing and inventory records according to Federal and State guidelines. + Ability to understand and apply rules, regulations, policies, and procedures. + Problem-solving and analytical skills. + Ability to manage time and organize and coordinate work assignments. + Must be able to communicate effectively in writing and speaking English. Qualifications: Minimum – Valid Driver’s License, Preferred – Previous WIC experience or clinical/clerical experience, and Spanish bilingual preferred 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: I nnovation: We search for creative solutions and manage resources wisely. C ollaboration: We use teamwork to achieve common goals & solve problems. A ccountability: We perform with integrity & respect. R esponsiveness: We achieve our mission by serving our customers & engaging our partners. E xcellence: We promote quality outcomes through learning & continuous performance improvement. Where You Will Work: DeFuniak Springs, Santa Rosa Beach (Coastal Branch) 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 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: http://www.sss.gov 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. Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). 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. Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise. Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country. 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. Certain service members may be eligible to receive waivers for postsecondary educational requirements. 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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement. Location: DEFUNIAK SPRINGS, FL, US, 32433 SANTA ROSA BEACH, FL, US, 32459 Nearest Major Market:Panama City