68064156 - ADMINISTRATIVE ASSISTANT I

Requisition No: 853471 

Agency: Agency for Health Care Administration

Working Title: 68064156 - ADMINISTRATIVE ASSISTANT I

 Pay Plan: Career Service

Position Number: 68064156 

Salary:  $1,298.46 Biweekly 

Posting Closing Date: 05/29/2025 

Total Compensation Estimator Tool

POSITION OVERVIEW:

The Hospital and Outpatient Services Unit seeks 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 in-office only, Monday – Friday from 8:00 a.m.– 5:00 p.m. 

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

WHAT YOU WILL DO:

This position provides administrative and clerical support to the Hospital & Outpatient Services Unit within the Bureau of Health Facility Regulation requiring a degree of independent judgement and initiative. 

The primary duties include being an active member of a cooperative team that is responsible for the 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 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 appropriate signatures on correspondence to ensure a timely and proper response; ensures interoffice communications are handled properly. Monitors the unit's mail box and email box.  Answers general email correspondence or assigns to appropriate staff for responses.

    Assistant to the Health Administration Services Manager (Manager) - Monitors office equipment to make sure that they are maintained in proper working order and that supplies are readily available; answers multi-line phone system, 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 Continuation of Operations (COOP) activities; prepare travel requests and reimbursements, if needed.

    Personnel liaison - Prepare and process position advertisements; assist supervisors with scheduling candidate interviews; ensuring required documentation is collected, signed and processed; orient new employees to the Division; process separations; coordinate, review and process position description changes; act as liaison between the bureau and Human Resources office; assist staff with personnel related questions.

    Purchasing liaison - Prepare and process MyFloridaMarketPlace purchase requisitions and Florida Administrative Register notices.  Complies with and monitors compliance (when applicable) with 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 licensure database in order to retrieve licensure/certification, payment, 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.

    Assists analysts with the preparation and scanning of application and licensure documents. Generates and mails form letters as directed, and other duties as assigned.

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

ADDITIONAL INFORMATION

This position will be filled at the base biweekly salary of $1,298.46 and is non-negotiable.

Applicants chosen to interview for this position will be asked to complete skills assessment exercises.

Preference will be given to applicants who demonstrate good proofreading and writing skills.

All employment gaps must be explained and included with work history when applying. Additionally, employers and dates of employment provided on a resume must match the employment application.

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 except in emergency circumstances not under the control of the employee.

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

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of office procedures and practices.

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 work independently.

Ability to plan, organize, and coordinate work assignments.

Ability to communicate effectively, verbally and in writing.

Ability to establish and maintain effective working relationships with others.

Ability to use a computer, other office machines, and software necessary to enter, retrieve, and manipulate data.

Ability to work cooperatively as a member of a team.

MINIMUM QUALIFICATIONS REQUIREMENTS

One year of work experience involving customer service or clerical experience utilizing Microsoft Office applications, filing, maintaining and tracking reports and work product, and/or answering a multi-line phone system. 

College or trade school education may substitute for the year of work experience.

LICENSURE, CERTIFICATION, OR REGISTRATION REQUIREMENTS

N/A

CONTACT: BARBARA STOCKFISH 850-412-4384

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.