68057488 - ADMINISTRATIVE ASSISTANT I

Date: Mar 20, 2025

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Requisition No: 849376

Agency: Agency for Health Care Administration

Working Title: 68057488 - ADMINISTRATIVE ASSISTANT I

Pay Plan: Career Service

Position Number: 68057488

Salary: $1,298.46 - $1,349.49 Biweekly

Posting Closing Date: 04/03/2025

Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)

Where You Will Work:

This position is in the Bureau of Central Services within the Division of Health Quality Assurance.

The Bureau provides services and support to the facility licensure function of the Agency and is comprised of four units: the Background Screening Unit, the Financial Analysis Unit, the Central Intake Unit, and the Systems, Training, and Support Unit.

These units are responsible for the receipt and distribution of all health care facility applications and processing of associated fees; the background screening of facility owners, administrators, personnel, and Medicaid providers, and other personnel working with Florida’s vulnerable population; the financial analysis and financial data collection of health care facilities; and the systems management, data support and training within the Division.

The Work You'll Do:

This is complex administrative work assisting the Bureau Chief of Central Services.

The incumbent in this position is responsible for serving as an office manager and assistant to the Bureau Chief and other managers within the Bureau; 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; and handling other routing administrative duties.

These duties include:

Monitor and coordinate office operation activities, procedures and policies.

Consult with staff and management making recommendations as necessary; coordinate COOP activities; coordinate and monitor Bureau-wide activities (meetings, delegations of authority and associated leave, administrative functions and project workflow).

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.

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 signatures on correspondence and sign-off on other products 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.

Prepare and process position advertisements; assist supervisors with setting up interviews; conducts employment verifications and reference checks, ensures required documentation is collected, signed and processed; orient new employees to the Bureau; process separations; act as liaison between the Bureau and the Human Resources office; assist employees with administrative services related questions.

Serves as the purchasing liaison, arranges through MyFloridaMarketPlace, purchasing of office supplies, obtains maintenance contracts of office equipment for comparison and supervisory review.

Submits purchasing data timely and periodically completes required inventory of equipment as directed by policy.

Assists with researching and compiling information required in completing work and other special assignments, compiling and analyzing data related to administrative issues.

Independent research products may be assigned in preparation for meetings, this position is responsible for researching pertinent materials and providing the Bureau Chief with the necessary background information. Participate in staff meetings and staff development activities.

Receives incoming correspondence and memoranda, 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 over the phone or in person.

Determines secretarial workload priorities, coordinating phone and mail coverage.

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.

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

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.

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.

MINIMUM QUALIFICATIONS REQUIREMENTS

Two (2) years of experience in administrative or clerical work is required.

A bachelor’s degree from an accredited college or university can substitute for the required experience.

Preference will be given to applicants with experience working in MyFloridaMarketPlace (MFMP) or Human Resources.

LICENSURE, CERTIFICATION, OR REGISTRATION REQUIREMENTS

N/A

CONTACT : HOLLY JONES 850-412-4333

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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement.

Location:

TALLAHASSEE, FL, US, 32308

Nearest Major Market:Tallahassee