Administrative Secretary

Requisition No: 885183 

Agency: Department of Health

Working Title: ADMINISTRATIVE SECRETARY - 64006504

 Pay Plan: Career Service

Position Number: 64006504 

Salary:  $38,117.04 Annually 

Posting Closing Date: 11/09/2026 

Total Compensation Estimator Tool

ADMINISTARTIVE SECRETARY

Open Competitive 

Your Specific Responsibilities:

Program Support:

• Provides administrative support to the program manager including calendar maintenance
• Assists program manager with scheduling and coordinating meetings, booking meeting rooms, taking meeting minutes, and assisting in the development of materials for presentation as needed
• Assists program manager with creating, updating, and distributing forms and documents as needed
• Assists program manager with adjusting clinic schedules as needed for meetings and trainings
• Keeps inventory of office supplies and prepares/submits order requests to program manager as needed
• Assists with preparing medical supplies orders and submits order requests to program manager as needed
• Inventories incoming orders and submits invoices to qualified personnel timely
• Receives and sorts incoming mail and distributes as needed for action and resolution including forwarding medical records requests to the appropriate personnel
• Utilizes multiple electronic programs including but not limited to Microsoft Office Suite, athenaOne, Appian, Frontrunner, STMS, and HMS to complete daily job duties
• Answers and return all telephone calls/voicemails timely, courteously and promptly with accurate information.

Clerical Support:

• Assists with front desk duties
• Schedules patient appointments and checks patients in/out for their appointments
• Monitors daily clinic schedule and communicates with clinic staff as needed.
• Enter health information and other pertinent data/demographics into all EHR systems.
• Ensure timely and accurate collection and input of patient data.
• Monitors electronic faxes and files documents timely and accurately.
• Monitors appropriate clinical inboxes and completes incoming tasks timely and accurately.
• Assists clients with preparation of forms.
• Verifies insurance status and eligibility for services based on established criteria.
• Works at the Mobile Medical Unit and/or with the Street Medicine Team as needed/assigned

Referrals:

• • Assists with coordinating referrals between the specialty care team, the Behavioral Health team, the BCC team, and the Healthcare for the Homeless team.
  • Assists with providing behavioral health coordination services to referred patients in a timely manner by submitting referrals to the provider.
  • Contacts patient when referral is approved or denied.
  • Monitors feedback status from specialist and behavioral health offices, including appointment and service compliance and follow up with them as appropriate.
  • Coordinates patients follow up appointments and provides additional services as needed.
  • Submits referral requests to Specialty Care department for authorization and/or extension as needed.
  • Documents accurately and timely using agency forms, designated software programs, and established policies and procedures within the Agency and/or supervisor established timeframes.
  • Provides case management to established or referred clients and make appropriate referrals.
  • Fosters effective community partnerships to meet the specialty health care needs of the patients.
  • Maintain confidentiality of all records, client interactions, and services according to HIPAA privacy policies.
  • Keep supervisor, clinic team, contract manager, quality assurance coordinator, medical director, funders, and partners informed as applicable.

 

Required Knowledge, Skills, and Abilities:

• Position requires a valid Florida Driver’s license and access to private transportation.
• Knowledge of public health principles, practices and techniques
• Ability to plan, organize and coordinate work assignments
• Ability to assess clients in person and over the phone and document a SOAP note
• Ability to effectively communicate verbally and in writing
• Ability to establish and maintain effective working relationships with others
• Ability to operate a personal computer and accompanying software programs.
• Ability to safely administer immunizations by injection
• Ability to work with persons of a different race, language, culture, educational attainment or socioeconomic status in a way that is mutually beneficial for both the nurse and the client(s). 
• Ability to make sound judgments on own
• Ability to adapt to necessary changes in duties, duty station, or work hours for the good of the clients, staff or Agency. 
• Knowledge of Pinellas County resources
• Ability to utilize EHR including the Care Coordination module, review and record patient information and capture services provided

• Ability to conduct chronic disease self-management education

 

 

Qualifications

Minimum - 

• At least 1 year experience working in a medical office setting
• At least 1 year experience scheduling appointments in a medical environment
• At least 1 year experience working in a fast-paced customer service position
• At least 1 year experience with electronic data entry
• Valid Florida Driver’s license and access to private transportation

Preferred - 

• Experience working with the homeless population
• At least 1 year experience utilizing and electronic health record (EHR)

 

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:

Clearwater Health Department:

14808 49TH STREET N. 33762

 

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.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.  

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.   

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 clicking here.  All documentation is due by the close of the vacancy announcement.