ADMINISTRATIVE ASSISTANT I

Requisition No: 590203

Agency: Agency for Health Care Administration

Working Title: 68059323 - ADMINISTRATIVE ASSISTANT I

Position Number: 68059323

Salary: $1,040.00 - $1,144.00 Bi-Weekly

Posting Closing Date: 03/14/2022

This is complex administrative work assisting the Health Administration Services Manager and staff in the Assisted Living Unit. This position is responsible for serving as an office manager and acting as an assistant to the Unit Manager and Operations & Management Consultant Managers; ensuring workflow between the unit and the bureau office is handled professionally while maintaining confidentiality. Serves as a liaison with other offices; independently handles administrative projects; interprets administrative policies; researches and gathers data; prepares written reports on administrative issues; and handles other routine administrative duties. The incumbent functions as a member of a cooperative team that is responsible for registration, licensure, and/or certification of various categories of health care facilities/entities. Specific responsibilities and duties are as follows:

Assignment coordinator- reviews, completes, and/or distributes correspondence tracking and public records assignments (Corrflow) and follows up on late assignments; maintains and tracks workflow and projects assigned to the unit. Redacts all confidential information according to Agency guidelines prior to release. Obtains the appropriate signatures on correspondence to ensure a timely and proper response; ensures inter-office communications are handled properly. Monitors the unit mail box and email box. Answers correspondence or assigns to appropriate staff for response.

Assistant to the Health Administration Services Manager- coordinate meetings and prepare and distribute agendas and handouts; prepare and process travel arrangements, travel request, itineraries and travel reimbursements; maintains Manager's calendar, schedules appointments and conferences; monitors all unit printers to make sure that they are maintained in proper working order and that supplies are readily available; answers telephones, provides information and non-technical assistance to providers and the public regarding licensure and/or participation in Medicare and Medicaid for all programs in the unit. Communicates as needed with staff within and outside the unit to assure appropriate telephone coverage from 8:00 a.m. to 5:00 p.m.; coordinate Continuity of Operations Plan activities.

Personnel Liaison- prepare and process position advertisements; assist supervisors with setting up interviews. Ensuring required documentation is collected, signed, and processed; orient new employees to the Division (fingerprint process, ID badge, I-9 forms, Network Access Forms, etc.); process separations; coordinate, review, and process performance evaluations and position description changes; act as liaison between the unit and Human Resources office; assist employees with administrative services related questions.

Purchasing Liaison- prepare and process My Florida Market Place purchase requisitions and Florida Administrative Register notices. Complies with and monitors compliance (when applicable) with the mandatory prompt vendor invoice requirements under Section 215.422, F.S., and Chapter 3A-24, F.A.C

Maintains a working knowledge of the Agency's databases and resources utilized by the licensure unit in order to enter and retrieve licensure/certification, payment, inspection and other general facility information. Runs data entry quality assurance reports and takes appropriate action to fix data entry errors.

Reviews the unit's document storage system and prepares outdated documents for destruction. Assist analysts with the preparation and scanning of application and licensure documents. Generates and mails form letters as directed.

Performs other duties as assigned.

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, click https://www.mybenefits.myflorida.com/.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge skills and abilities, including utilization of equipment, required for the position:
• Knowledge of administrative principles and practices
• Knowledge of office procedures and practices
• Knowledge of the principles and techniques of effective communication
• Skill in providing customer service to internal and external customers
• Ability to collect, evaluate, and analyze data relating to administrative functions such as accounting, personnel, purchasing, or report reviews
• Ability to prepare correspondence and administrative reports
• Ability to understand and apply applicable rules regulations, policies, and procedures
• Ability to use problem solving techniques
• Ability to work independently
• Ability to plan, organize, and cooperate work assignments
• Ability to communicate effectively verbally and in writing
• Ability to establish and maintain effective working relationship with others.
• Ability to work cooperatively as a member of a team
• Ability to organize and maintain filing systems
• Ability to use a computer, other office machines, and software to enter, retrieve, and manipulate data
• Ability to maintain the confidentiality of information

MINIMUM QUALIFICATIONS REQUIREMENTS

• Three years of administrative or clerical experience.

College education from an accredited college or university at the rate of 30 semester or 45 quarter hours may substitute for each year of the required work experience.

LICENSURE, CERTIFICATION, OR REGISTRATION REQUIREMENTS

CONTACT: TYBRIANA TUCKER (850) 412-4441

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

Nearest Major Market: Tallahassee