Administrative Assistant

Job Overview

Requisition No: 878235

Agency:
Agency for Health Care Administration

Working Title:

- 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.

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 My Florida Market Place  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.

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.