Regulatory Specialist Ii

REGULATORY SPECIALIST II

This is secretarial work performing a variety of complex or technical secretarial duties in the Fort Myers Health Quality Assurance Field Office. Duties and responsibilities include, but are not limited to the following:
Personnel liaison - responsible for implementation of personnel policies and procedures as they relate to field office operations. Assist field office staff with administrative/human resources related questions and be the liaison between field office staff and divisional human resources department. Maintain confidentiality of employee concerns while communicating with divisional human resources and/or finance and accounting. Prepare and submit positions advertisements, pre-screen candidates, ensure required documentation is collected, schedule interviews, greet candidate and obtain required documents for all possible new hires, conduct/grade candidate's writing sample, process required documentation to submit recommended selected candidate.

Prepare and process required hire documentation (NAF/PAR forms, order assigned building key access card, specific software access request forms, I-9 form, fingerprinting process, etc.) and submit to Divisional HR within 5 business days from hire, conduct first day orientation, schedule new hire orientation. Prepare and submit employee separation (collection of equipment, revoking boiling access key cards, returning parking passes. etc.),

submit required separation documentations (resignation letter, acceptance of resignation, PAR, and NAF). Prepare and submit all position description changes, additional software access forms, replacement equipment requests. Ensures all field office staff contact information is updated in personnel files and COOP records. Survey Work - utilization of ASPEN/iQIES to prepare survey documents, which includes creation and tracking of electronic survey shells to and received from surveyors.

Creating a draft of original survey data submitted, proofing initial comments, drafting various survey letters, before submitting them to the reviewer. After reviewing, send survey findings to facilities via fax, organizing physical and electronic documentation for entry into Laser Fische and completing the Quality Assurance of surveys and documents in a timely basis. Utilize a computer and related applications to research survey documentation in ASPEN/iQIES, run various reports to retrieve data from VERSA, and input data into VERSA, AEM, ACTS, and ACO as required assuring accuracy of the database for management purposes.

Corr Flow designee - receive assigned public records assignments (Corr Flow), ensuring facility is within our field office region and there is a signed authorized request. Works within Laser Fische software program to create corresponding Corr Flow file, retrieves requested documentation from original electronic survey file, placing copy in Corr Flow file to be reviewed prior to redaction. Support Staff Duties - ensures all critical clerical functions are covered including by not limited to the following: reception duties for the office, receiving/screening/routing telephone coverage from 8:00 am to 5:00 pm, and processing/distributing incoming/outgoing mail.

Purchasing liaison - prepare and process My Florida Market Place purchase requisitions, reconcile purchase orders, electronically receive merchandise. Complies with and monitors compliance (when applicable) with mandatory vendor invoice requirements under section 215.422, F.S., and Chapter 3A-24, F.A.C. Oversees general office operations related to maintenance of telephone and office equipment. Monitors all office equipment to ensure that supplies are readily available.

Obtains bids and initiates lease or purchase agreements; coordinates all issues related to vendor and landlord issues; coordinates issues related to computer equipment or technology with locate IT Representative. Personnel and purchasing document storage/retention coordinator - develop and maintain efficient filing system for both election and hard copy documentation related to personnel and vendor files. Periodically review files for purging, archiving, electronically scanning/storing, and maintain other controls as needed.

Field Office Manager (FOM) and Office Supervisors assistant - coordinate staff meetings and other engagements, distribute agenda and/or handout(s), obtain staff attendance and/or presentation(s), take meeting minutes. Prepares correspondence regarding meetings for…