ADMINISTRATIVE ASSISTANT I

Job Overview Requisition No: 878235 Agency: Agency for Health Care Administration Working Title: 68048648 - ADMINISTRATIVE ASSISTANT I 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. 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. This position will be filled at the base biweekly salary of $1,336.92 and is non‑negotiable. ADDITIONAL INFORMATION Applicants chosen to interview for this position may be asked to complete skills assessment exercises. 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. Benefits of Working for the State of Florida 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) 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 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. Preference will be given to candidates with Good proofreading and writing skills. An associate’s degree or higher from an accredited college or university. LICENSURE, CERTIFICATION, OR REGISTRATION REQUIREMENTS N/A CONTACT Mikayla Perez View phone number on click.appcast.io 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. 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 View phone number on click.appcast.io). 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. For assistance, call the People First Service Center at View phone number on click.appcast.io Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer. #J-18808-Ljbffr