Job title: ADMINISTRATIVE ASSISTANT I
Company: State of Florida
Job description: Request number: 433602
Agency: Healthcare Administration Agency
Job Title: 68048293 – ADMINISTRATIVE ASSISTANT I
Position number: 68048293
Salary: $ 1,040.00 WEEKLY
Closing date for posting: 20/09/2021
It is complex administrative work that assists the manager of the health administration services and the staff in the assistance unit. This position is responsible for serving as an office manager and acting as an assistant to the unit manager and managers for operations and management consultants; to ensure that the workflow between the unit and the bureau office is handled professionally, while maintaining confidentiality. Serve as liaison with other offices; handle administrative projects independently; interpret administrative policies; research and collect data; prepare written reports on administrative matters; and handle other routine administrative duties. The incumbent functions as a member of a cooperative team that is responsible for the registration, licensing and / or certification of different categories of healthcare facilities / entities. Specific responsibilities and duties are as follows:
Assignment Coordinator- reviews, completes and / or distributes Corrflow correspondence and assignments for public records and follows up on subsequent assignments; maintain and track workflow and projects assigned to the unit. Restore all confidential information according to the agency’s guidelines before release. Obtain the appropriate signatures on correspondence to ensure a timely and proper response; ensure that communication between offices is handled correctly. Monitor the mailbox, e-mail box and fax box of the unit. Answer correspondence or report to appropriate staff for response.
Assistant to the manager of the health administration services- coordinates meetings and prepares and distributes agendas and handouts; compile and process travel arrangements, travel requests, itineraries and travel allowances; maintain the manager’s calendar, schedule appointments and conferences; monitor all unit printers to ensure that they are kept in a proper working condition and that supplies are readily available; answer telephones, provide information and non-technical assistance to providers and the public regarding licensing and / or participation in Medicare and Medicaid for all programs in the unit. If necessary, communicate with staff inside and outside the unit to ensure adequate telephone coverage from 8:00 to 17:00; coordinate continuity of business plan activities.
Preparation and processing of staff engagement job advertisements; assists supervisors in setting up interviews. Ensure that necessary documentation is collected, signed and processed; orient new employees in the department (fingerprint process, ID badge, I-9 forms, network access forms, etc.); process separations; coordinate, review and process performance evaluations and changes in position description; acts as a liaison between the unit and the office of human resources; assists employees with questions about administrative services.
Purchasing Liaison- Prepare and process My Florida Market Place purchase requirements and notices on administrative register in Florida. Comply with and monitor compliance (if applicable) with the seller’s mandatory invoice requirements under Section 215.422, FS and Chapter 3A-24, FAC
Maintain a working knowledge of the agency’s databases and resources used by the licensing unit to enter and retrieve license / certification, payment, inspection and other general facility information. Provide quality assurance reports on data entry and take appropriate steps to resolve errors in data entry.
Review the unit’s document storage system and prepare obsolete documents for destruction. Assist analysts with the preparation and scanning of application and licensing documents. Generate and send emails as indicated.
Perform other duties as assigned.
The benefits of working for the state of Florida:
Working for the state of Florida is more than a salary. The state’s total employee compensation package includes an extremely competitive set of employee benefits, including:
- Annual and sick leave benefits;
- Nine paid holidays and one personal holiday per year;
- State group insurance options, including health, life, dental, vision and other supplementary insurance options;
- Retirement plan options, including employer contributions (click for more information at www.myfrs.com);
- Flexible spending accounts;
- Waiver of teaching and more!
Click on https://www.mybenefits.myflorida.com/ for a more complete list of benefits.
KNOWLEDGE, SKILLS AND SCIENCE:
- 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
- The ability to collect, evaluate and analyze data related to administrative functions such as accounting, staffing, purchasing or reporting
- The ability to compile correspondence and administrative reports
- The ability to understand and apply applicable rules, regulations and policies and procedures
- The ability to use problem-solving techniques
- Ability to work independently
- The ability to plan, organize and collaborate on assignments
- Ability to communicate effectively orally and in writing
- The ability to establish and maintain an effective working relationship with others.
- The ability to work as a team member
- The ability to organize and maintain filing systems
- The ability to use a computer, other office machines and software to enter, retrieve and manipulate data
- The ability to maintain the confidentiality of information
- Three years administrative or administrative experience. College training from an accredited college or university at a rate of 30 semesters or 45 semesters may replace the required work experience for each year.
LICENSE, CERTIFICATION OR REGISTRATION REQUIREMENTS: N / A
CONTACT PERSON: Melissa Hyden 850-412-3546
The state of Florida is an equal opportunity employer / affirmative action employer and does not tolerate discrimination or violence in the workplace.
Candidates who require reasonable accommodation, as defined in the Americans with Disabilities Act, should notify the agency’s rental authority and / or People First Service Center (1-866-663-4735). Notices must be made in advance to the rental authority to allow sufficient time to provide the accommodation.
The state of Florida supports a drug-free workplace. All employees are subject to a reasonable suspicion of drug testing in accordance with section 112.0455, FS, Drug-Free Workplace Act.
VETERANIAN PREFERENCE. Under Chapter 295, Florida Statutes, candidates who are eligible for Veterans’ preference will be given preference for career service positions and are encouraged to apply. Candidates claiming veterans’ preferences must include supporting documentation with each submission that includes the nature of service (e.g., DD Form 214 Member Copy # 4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. The required documents for veterans’ preferences are available by clicking. All documentation must be paid by the end of the vacancy announcement.
Location: Tallahassee, FL
Job date: Fri, 17 Sep 2021 07:41:31 GMT
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