68048820 - ADMINISTRATIVE ASSISTANT I

Requisition No: 822459 

Agency: Agency for Health Care Administration

Working Title: 68048820 - ADMINISTRATIVE ASSISTANT I

 Pay Plan: Career Service

Position Number: 68048820 

Salary:  $1,260.00 Biweekly 

Posting Closing Date: 05/03/2024 

Total Compensation Estimator Tool

POSITION OVERVIEW:

The Bureau of Health Facility Regulation seeks a self-motivated individual to serve as the Administrative Assistant to assist the Health Administration Services Manager and staff in the Assisted Living Unit. 

The successful candidate will function as a member of a cooperative team that is responsible for the registration, licensure, and/or certification of various categories of health care facilities and will be responsible for providing information and technical assistance for all application matters pertaining to licensure and/or certification of assigned programs.

WHAT YOU WILL DO:

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 mailbox 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 ensure 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.

This position will perform other duties as required by the supervisor.

ADDITIONAL INFORMATION:

The successful applicant will be hired at the bi-weekly salary of $1,260.00 and is non-negotiable.

This is a full-time position for 40 hours each week. Hours are 8:00 a.m.- 5:00 p.m., Monday through Friday.

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!

For a more complete list of benefits, please visit https://www.mybenefits.myflorida.com/

NOTE: Your total compensation is not limited to your annual salary.  A combination of your annual salary, insurance benefits (portion paid by the State), retirement (State’s contribution to the Florida Retirement System on your behalf), and value of your paid leave/holidays represent the Total Compensation Package available when working for the State of Florida.

SUCCESSFUL COMPLETION OF A CRIMINAL BACKGROUND INVESTIGATION IS A CONDITION OF EMPLOYMENT.

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

Two 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

N/A

CONTACT: CLOTHELIA CALHOUN 850-412-4303

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.