68030662 - ADMINISTRATIVE ASSISTANT I

Requisition No: 844614 

Agency: Agency for Health Care Administration

Working Title: 68030662 - ADMINISTRATIVE ASSISTANT I

 Pay Plan: Career Service

Position Number: 68030662 

Salary:  $1,298.46 Biweekly 

Posting Closing Date: 01/24/2025 

Total Compensation Estimator Tool

Agency Overview:

The Agency for Health Care Administration is Florida's chief health policy and planning entity.

The Agency is responsible for administering the Florida Medicaid program, the licensure and regulation of nearly 50,000 health care facilities, and empowering consumers through health care transparency initiatives.

Under the direction of Agency Secretary Jason Weida, the Agency is focused on advancing Governor DeSantis’ vision for Florida’s health care system to be the most cost-effective, transparent, and high-quality health care system in the nation.

Agency Objectives:

HIGH QUALITY

Emphasizing quality in all that we do to improve health outcomes, always putting the individual first.

TRANSPARENT

Supporting initiatives that promote transparency and empower consumers in making well informed healthcare decisions.

COST-EFFECTIVE

Leveraging Florida’s buying power in delivering high quality care at the lowest cost to taxpayers.

Position Overview:

The Long-Term Care Services Unit is seeking to hire an Administrative Assistant I who is dependable, flexible, and can thrive in a work setting that requires attention to detail and managing time sensitive tasks. 

The position’s hours are Monday – Friday from 8:00 a.m.– 5:00 p.m. 

Adjustments to the hours may be made to accommodate an employee upon request.  

The work unit is responsible for regulating health care providers and facilities.

The successful applicant's responsibilities are as follows:

The ideal candidate for this position must be productive under tight timeframes, balance multiple and competing priorities, and maintain goal-directed behavior.

Must be able to interact courteously with others and be able to work in a high-volume environment.

Will have experience working alone or as part of a team in collecting, processing and sharing information relating to duties and responsibilities.

Those not able to work effectively in a deadline-oriented atmosphere should not apply.

A good attendance record is essential for any individual in this position as the work involved occurs daily and is time critical.

This is complex administrative work assisting the Health Administration Services Manager and staff in the Long-Term Care Services Unit.

This position is responsible for acting as an assistant to the Unit Manager and Program Administrators; ensuring workflow between the unit and the bureau office is handled professionally while maintaining confidentiality.

The incumbent functions as a member of a cooperative team that is responsible for the registration, licensure, and/or certification of various categories of health care facilities/entities.

Responsibilities and duties include the following:

Administrative and clerical functions including primary telephone support for the Unit, assisting internal and external customers with inquiries related to programs regulated by the Unit, distributing mail reports and arranging meetings.

Entering and retrieving licensure/certification, payment, inspection, and other general facility information, running data entry quality assurance reports, and correcting data entry errors as required.

Preparing memos and other correspondence, assisting with program management, logging and tracking applications and legal orders, and assisting consultants in assigned programs of responsibility.

Researching, gathering, comparing and analyzing information relating to assignments and projects.              

Maintaining files, scanning, retrieving or reproducing documents and records within the Agency's document management system, and generating reports.

Experience with Microsoft Word, Outlook, and Internet navigation and research.

Experience with proofreading, composition, and grammar structure.

Excellent customer service, communication, and time management skills.

Desire to work cooperatively in a team environment.

Serve as back-up for processing Public Record requests for the Long-Term Care Services Unit.

A good attendance record is essential for any individual in this position as the work involved occurs daily and is time-critical.  The individual in this position is expected to report to work daily and on time.  Leave must be requested in advance from management, except in emergency circumstances not under the control of the employee.

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:

     •         State Group Insurance Coverage Options, including health, life, dental, vision, and other supplemental insurance options;

     •         Flexible Spending Accounts;

     •         State of Florida retirement options, including employer contributions;

     •         Generous annual and sick leave benefits;

     •         9 paid holidays a year and 1 Personal Holiday each year;

     •         Career advancement opportunities;

     •         Tuition waiver for courses offered by Florida’s nationally ranked State University System;

     •         Training and professional development opportunities;

     •         And more!

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledgeable of the VERSA Regulation or a Database management system, Laser Fiche or a Document Management System.

Ability to use a scanning machine and a multi-line telephone. 

Have the ability to gather information, organize information, reading comprehension skills.

Knowledge of clerical procedures and systems.   

MINIMUM QUALIFICATIONS REQUIREMENTS

At least two years of clerical, administrative, and/or record management experience.

At least one year of experience with Microsoft Office (Outlook, Word, Excel).

 Preferred Qualifications:

 Experience responding to public information requests.

 Knowledge of Versa and Laserfiche applications.

 Call Center experience within the last 5 years.

 Preference will be given to an applicant with bi-lingual capability in Spanish and English.

LICENSURE, CERTIFICATION, OR REGISTRATION REQUIREMENTS

N/A

CONTACT: RACHEL WHITTON 850-412-4534

BACKGROUND SCREENING

It is the policy of the Florida Agency for Health Care Administration that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and, if applicable, also be screened in accordance with the requirements of Chapter 435, F.S., and Chapter 408, F.S.  No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency.  Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies.

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.