68064456 - ADMINISTRATIVE ASSISTANT I

Requisition No: 865447 

Agency: Agency for Health Care Administration

Working Title: 68064456 - ADMINISTRATIVE ASSISTANT I

 Pay Plan: Career Service

Position Number: 68064456 

Salary:  $1,336.92 - $1,738.00 Biweekly 

Posting Closing Date: 11/29/2025 

Total Compensation Estimator Tool

Agency Overview:

The Agency for Health Care Administration (AHCA) 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 the Agency Secretary, AHCA 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.

The Medicaid program provides low-income families and individuals with access to health care. 

If you have a desire to use your talent and skills at an organization that provides critical services to millions of individuals and families across the state, AHCA invites you to apply to become an essential member of our team.

As one of Florida’s leading state agencies, AHCA’s diverse workforce community of more than 1,400 employees is proud of its efforts to serve the people of Florida.

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:

This is an exciting opportunity to help shape the quality of health care in Florida.

We are seeking to hire Administrative Assistant I who desires to work to enhance the delivery of health care services through the Florida Medicaid Program. 

This position requires a candidate who is creative, flexible, innovative, and who will thrive in a fast-paced, team based work environment.

This position is located in the Bureau of Medicaid Policy.

Medicaid Policy is responsible for the development, coordination, and implementation of Florida Medicaid program policies, including: all Medicaid federal authorities (e.g. the Florida State Plan, 1115 waivers and home and community based waivers), administrative rules, coverage policies, managed care plan contracts, bill analyses, drug utilization review boards, preferred drug lists, supplemental rebate contracts, and KidCare/Title 21. 

This position is responsible for providing advanced administrative, and technical assistance in coordinating a variety of complex functions within the bureau on a daily basis. 

The incumbent in this position is responsible for acquiring and maintaining general knowledge about the Medicaid program and the functional responsibilities of sections/units within the bureau, including Agency administrative procedures that affect office management practices. 

This position is responsible for handling the daily administrative functions of the office and supporting the Chief in all administrative areas, including:

Manages the Bureau Chief for Medicaid’s calendar, which is extensive. 

Screen requests for meetings, attendance at conference and other appointments.

Refers meeting requests to other staff as appropriate.

Managing calendar appointments and ensuring on a daily basis that scheduling conflicts are resolved prior to the meeting occurrence.

This includes rescheduling meetings to ensure the Bureau Chief has time each day to review assignments and return phone calls.  

Providing prompts in advance of scheduled meetings to facilitate the Bureau Chief remaining on schedule with appointments.

The incumbent in this position performs administrative functions necessary to ensure the office remains in compliance with applicable human resource regulations, including the handling of confidential and sensitive personnel information.

Serves as personnel liaison for the bureau and works closely with the Agency’s human resource department to answer personnel questions or issues raised by staff.

Develops, updates, and maintains local administrative files on all personnel including current position descriptions, mandatory training certificates, P-Card assignment, and ID badges. Works with appropriate staff to resolve any discrepancies.

The incumbent in this position reviews assignments, reports and other documents requiring action by the Bureau Chief and coordinates their handling to completion.

Prepares tracking log for all assignments and special projects requiring action by the Bureau Chief. 

The incumbent must submit the report to the Bureau Chief by the close of business each day, unless otherwise specified.

Make travel arrangements, hotel accommodations, etc. 

Prepares a processes travel reimbursement vouchers.

Receives incoming calls for the Bureau Chief and, at own discretion, refers calls not requiring the Bureau Chief’s direct attention to appropriate staff. 

Addresses routine requests for information.

The incumbent prepares delegation memos, scheduling meetings, etc. in a timely manner and in accordance with Agency policy or supervisor instructions.

The incumbent prepares and coordinates development of briefing packages, presentations, or other material for the Bureau Chief. 

The incumbent works with organizational units on programmatic content and format so that materials result in a highly professional product.

Independently directs completion of assignments when the Bureau Chief is not available. 

Serving as backup to other administrative personnel ensuring copiers, printers, and fax machines in the central office area are stocked at least once daily with paper, toner, and assists the receptionist with phone coverage on an as-needed basis.

Escorting visitors to and from meeting locations or arranging for an escort, when necessary.

Coordinating MyFlorida Market Place purchases and approvals for the bureau in collaboration with other administrative personnel in the bureau.

Other related duties as requested

This position is not a remote or telework position.

Benefits of working for the State of Florida:                               

Working for the State of Florida is more than a paycheck. We offer an excellent array of benefits, including:

•              Health insurance (i.e., individual and family coverage) to eligible employees

•              Life insurance; $25,000 policy is free plus option to purchase additional life insurance

•              Dental, vision and supplemental insurance

•              State of Florida retirement options, including employer contributions

•              Ability to earn up to 104 hours of paid annual leave as a new employee with the State of Florida

•              Ability to earn up to 104 hours of sick leave annually

•              Nine paid holidays and 1 personal holiday each year

•              Opportunities for career advancement

•              Tuition waivers (accepted by major Florida Colleges/universities)

•              Student loan forgiveness opportunities (eligibility required)

•              Training opportunities

•              Flexible Spending Accounts

•              Shared Savings Program for select medical services

•              Lower copays for prescription drugs

•              Health and Wellness discounts

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

For more information about the Bureau of Medicaid Policy, please visit our website at http://ahca.myflorida.com/Medicaid/index.shtml.

Join us at the Agency for Health Care Administration in fulfilling our mission to provide “Better Health Care for all Floridians.”

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of administrative principles and practices.

• Knowledge of office procedures and practices.

• Knowledge of the methods of data collection.

• Knowledge of the principles and techniques of effective communication.

• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.

• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

• Communicating effectively with others in writing.

• Ability to prepare correspondence and administrative reports.

• Ability to understand and apply applicable rules, regulations, policies and procedures.

• Ability to utilize problem-solving techniques.

• Ability to work independently.

• Ability to plan, organize and coordinate work assignments.

• Ability to communicate effectively.

• Ability to establish and maintain effective working relationships with others.

• Ability to travel with or without accommodations.

MINIMUM QUALIFICATIONS REQUIREMENTS

One year of administrative or clerical experience.

Preference will be given to candidates with the following experience:

• Experience as an assistant reporting directly to senior management.

• Experience scheduling and managing Microsoft Outlook calendar appointments in a professional office setting to include planning conferences and meetings with outside Agencies.

• Experience preparing travel arrangements and reimbursements in a professional setting.

• Experience using Microsoft Office (Outlook, Word, PowerPoint, Excel, etc.).

• Experience proofing/editing documents and generating written correspondence (i.e., reports, letters, memos, etc.).

LICENSURE, CERTIFICATION, OR REGISTRATION REQUIREMENTS

N/A

CONTACT:  KIMBERLY QUINN (850) 412 - 4277

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.