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ADMINISTRATIVE ASSISTANT I - 68057488

Date: Dec 6, 2018

Location: TALLAHASSEE, FL, US, 32308

The State Personnel System is an E-Verify employer. For more information click on our E-Verify website.

Requisition No: 49636 

Agency: Agency for Health Care Administration

Working Title: ADMINISTRATIVE ASSISTANT I - 68057488

Position Number: 68057488 

Salary:  $1,033.82 / Bi-Weekly 

Posting Closing Date: 12/15/2018 

This position is responsible for assisting the Bureau Chief of Central Services. This position is responsible for serving as a Liaison for Personnel, Budget and Purchasing. This position acts as the personal assistant to the Bureau Chief ensuring the continuity of work in the Bureau Chief’s absence; serving as a liaison with other offices; independently handling special administrative projects; interpreting administrative policies; researching and gathering data; preparing written reports on administrative issues; training other office secretarial staff; and handling other routing administrative duties.

Supervise and track the completion of assignments, incoming correspondence and other material and report delinquent assignments to the unit supervisors and the Bureau Chief.  In the absence of the Bureau Chief, has responsibility for obtaining signature on correspondence and sign-off on other products in order to ensure a timely and proper response; ensures interoffice communications are handled properly, pending items receive follow-up action, staff members are fully informed concerning project status and new priority tasks received special handling.  

Ensure the continuity of office work during the absence of the Bureau Chief and exercises independent judgment in order to meet deadlines on actions related to Central Services. Coordinates the activities of other support staff in the Bureau including purchasing, personnel, travel and IT related requests.

Coordinates purchasing with the Units and making sure approvals are moving along and that invoices are paid timely.  Receive and import hospital financial data for FHURS reviews and coordinating the correspondence with those reviews. Also acts as back-up for public records tracking system, CorrFlow, and ensures all assignments to the Bureau are followed up in a timely fashion.

Acts as the office manager and relieves the Bureau Chief of certain administrative duties; brings the Bureau Chief’s attention to administrative items that cannot be handled directly by other staff and indicated time limitations and importance of such administrative items.

Receives incoming correspondence, reviews and analyzes correspondence and assists in preparing responses to inquiries not requiring the personal attention of the Bureau Chief; and maintains the Bureau Chief’s calendar, scheduling appointments and conferences. Review, analyze and prepare drafts of correspondence for administrative decisions and policies.    

Maintains liaison with other offices within the department, other departments, health care professional associations and other health care stakeholders. Acts in a public relations capacity in representing the Bureau's activities. Acts in a public relations capacity in representing the Bureau to persons calling by telephone or in person. Determines secretarial workload priorities, coordinating phone and mail coverage. 

Acts as the personnel liaison for the Bureau coordinating advertisements for hire, new hire, and termination/transfer documentation putting in processes that ensure all required documentation is obtained and stored appropriately.

Tracks Budget monthly and compares remaining budget with purchase request to ensure the Bureau does not go over budget.

 

Compiles 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.

**NOTE: All responses provided to the qualifying questions for this vacancy advertisement must be verifiable on your State of Florida, Employment Application. Minimum qualifications must be verifiable on your State of Florida, Employment Application. Potential Candidates may be asked to complete a skills test prior to scheduling an interview.**

 

KNOWLEDGE, SKILLS, AND ABILITIES  

  • Knowledge of modern office systems, equipment, procedures and practices.
  • Knowledge of the standard practices in the fields of government personnel management, budgeting, purchasing and accounting.
  • Knowledge of AHCA/Medicaid operation including policies, procedures, organization, work-flow, regulations and record keeping.
  • Skilled in the operation of Microsoft Word, Excel and Outlook software.
  • Skilled in operating a variety of standard business and office machines and equipment such as telecommunications, terminals, calculator, copiers, postage machine, labeling machine and fax machines.
  • Ability to create agendas, take notes, and follow up after meetings.
  • Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, or purchasing.
  • Ability to understand and apply applicable rules, regulations, policies and procedures.
  • Ability to investigate, analyze, and resolve complaints.
  • Ability to provide consultative assistance to others.
  • Ability to prepare correspondence and administrative reports.
  • Ability to plan, organize and coordinate work activities.
  • Ability to communicate effectively.
  • Ability to work independently and be effective with minimal direct oversight.
  • Ability to establish and maintain effective working relationships with others.

 

MINIMUM QUALIFICATIONS REQUIREMENTS

  • Three years previous employment experience using Microsoft Word to create reports, agendas, minutes, and correspondence.
  • Three years previous employment experience using Microsoft Excel to track data and create spreadsheets
  • One year previous employment experience working with and securing protected information (such as Health or Personal protected information)
  • One year previous employment experience working as a personnel liaison or other human resource related experience.


Preference will be given to candidates with experience with State of Florida Agency rules and requirements related to human resources, document management and purchasing.

 

CONTACT: ELOISE JOHNSON 850-412-4421

 

 

 

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.  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