Requisition No: 217421
Agency: Agency for Health Care Administration
Working Title: 68026171 – ADMINISTRATIVE ASSISTANT I
Position Number: 68026171
Salary: $979.97 BI WEEKLY
Posting Closing Date: 09/17/2020
The ideal candidate for this position must be productive under tight timeframes, balance multiple and competing priorities, and maintain goal-directed behavior. Must be able to interact courteously with others and be able to work in a high-volume environment under stressful conditions. Will have experience working alone or as part of a team in collecting, processing and sharing information relating to duties and responsibilities. Those not able to work effectively in a deadline-oriented atmosphere should not apply. A good attendance record is essential for any individual in this position as the work involved occurs daily and is time-critical.
This position will be hired at the minimum salary of $25,479.22 and is non-negotiable. Hours are 8:00a.m.-5:00p.m., Monday through Friday.
This is complex administrative work assisting the Health Administration Services Manager and staff in the Laboratory and In-Home Services Unit. This position is responsible for serving as an office manager and acting as an assistant to the Unit Manager and Program Administrators; ensuring workflow between the unit and the bureau office is handled professionally while maintaining confidentiality. Serves as a liaison with other offices; independently handles special administrative projects; interprets administrative policies; researches and gathers data; prepares written reports on administrative issues; and handles other routine administrative duties. The incumbent functions as a member of a cooperative team that is responsible for the registration, licensure, and/or certification of various categories of health care facilities/entities. Responsibilities and duties include the following:
- Administrative and clerical functions including primary telephone support for the Unit, assisting internal and external customers with inquiries related to assigned programs of responsibility, distributing mail reports and arranging meetings.
- Providing administrative support by serving as the personnel liaison for the Unit, preparing personnel action requests, maintaining office supply inventory through My Florida Market Place, and reconciling unassigned cash reports.
- Preparing memos and other correspondence, handling information requests, assisting with program management, logging and tracking applications and legal orders, and assisting consultants in assigned programs of responsibility.
- Entering and retrieving licensure/certification, payment, inspection, and other general facility information, running data entry quality assurance reports, and correcting data entry errors as required.
- Researching, gathering, comparing and analyzing information relating to assignments and projects.
- Maintaining files, scanning, retrieving or reproducing documents and records within the Agency's document management system, and generating reports.
- A high level of experience with Microsoft Word, Outlook, and Internet navigation and research.
- Extensive experience with proofreading, composition, and grammar structure.
- Excellent customer service, communication, and time management skills.
- Desire to work cooperatively in a team environment.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Knowledge of administrative principles and practices.
- Knowledge of office procedures and practices.
- Knowledge of the principles and techniques of effective communication.
- Skill in providing customer service to internal and external customers.
- 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 understand and apply applicable rules, regulations, policies and procedures.
- Ability to use problem-solving techniques.
- 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 work cooperatively as a member of a team.
- Ability to organize and maintain filing systems.
- Ability to use a computer, other office machines, and software necessary to enter, retrieve, and manipulate data.
- Ability to maintain the confidentiality of information.
- Three (3) years of administrative or clerical experience. College education from an accredited college or university at the rate of 30 semester or 45 quarter hours may substitute for each year of the required work experience.
CONTACT PERSON: Ruby Grantham 850-412-4500
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.