Administrative Assistant

Position: 68057488 - ADMINISTRATIVE ASSISTANT I
Requisition No: 869643

Agency:
Agency for Health Care Administration

Working Title:

- ADMINISTRATIVE ASSISTANT I

Pay Plan:
Career Service

Position Number:

Salary: $1,336.92 - $1,536.92 Biweekly

Posting Closing Date: 02/28/2026

Total Compensation Estimator Tool

Where You Will Work:

This position is situated in the Bureau of Central Services within the Division of Health Quality Assurance.

The Bureau provides services and support to the facility licensure function of the Agency and is comprised of four units: the Background Screening Unit, the Financial Analysis Unit, the Central Intake Unit, and the Systems, Training, and Support Unit.

These units are responsible for the receipt and distribution of all health care facility applications and processing of associated fees; the background screening of facility owners, administrators, personnel, and Medicaid providers, and other personnel working with Florida's vulnerable population; the financial analysis and financial data collection of health care facilities; and the systems management, data support and training within the Division.

The Work You'll Do:

This is complex administrative work assisting the Bureau Chief of Central Services.

The incumbent in this position is responsible for serving as an office manager and assistant to the Bureau Chief and other managers within the Bureau; ensuring the continuity of work in the Bureau Chief's absence; serving as a liaison with other offices; independently handling special administrative projects; interpreting administrative policies; researching and gathering data; preparing written reports on administrative issues; and handling other routing administrative duties.

Monitor and coordinate office operation activities, procedures and policies.

Consult with staff and management making recommendations as necessary; coordinate and monitor Bureau-wide activities (meetings, delegations of authority and associated leave, administrative functions and project workflow).

Ensure the continuity of office work during the absence of the Bureau Chief and exercises independent judgment in order to meet deadlines on actions related to Central Services.

Coordinates the activities of other support staff in the Bureau including purchasing, personnel, travel and IT related requests.

Track the completion of assignments, incoming correspondence and other material and report delinquent assignments to the unit supervisors and the Bureau Chief.

In the absence of the Bureau Chief, has responsibility for obtaining signatures on correspondence and sign-off on other products to ensure a timely and proper response; ensures interoffice communications are handled properly, pending items receive follow-up action, staff members are fully informed concerning project status and new priority tasks received special handling.

Personnel liaison
- Prepare and process position advertisements; assist supervisors with setting up interviews; conducts employment verifications and reference checks, ensures required documentation is collected, signed and processed; orient new employees to the Bureau (I.D. badge, I9 form, eNAF, etc.); process separations; act as liaison between the Bureau and the Human Resources office; assist employees with administrative services related questions.

Purchasing liaison - Serves as the purchasing liaison, arranges through My Florida Market Place , purchasing of office supplies, obtains maintenance contracts of office equipment for comparison and supervisory review.

Submits purchasing data timely and periodically completes required inventory of equipment as directed by policy.

Assists with researching and compiling information required in completing work and other special assignments, compiling and analyzing data related to administrative issues.

Independent research products may be assigned in preparation for meetings, this position is responsible for researching pertinent materials and providing the Bureau Chief with the necessary background information.

Participate in staff meetings and staff development activities.

Receives incoming correspondence and memoranda, reviews and analyzes correspondence and assists in preparing responses to inquiries not requiring the personal attention of the Bureau Chief; and maintains the Bureau Chief's travel, scheduling appointments and conferences.

Review, analyze and prepare drafts of correspondence for administrative decisions and policies.

Maintains liaison with other offices within the department, other departments, health care professional associations and other external stakeholders.

Acts in a public relations capacity in representing the Bureau's activities.

Acts in a public relations capacity in representing the Bureau over the phone or in person.

Determines secretarial workload priorities, coordinating phone and mail coverage.

Perform other duties as assigned.

Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. We offer an excellent array of benefits, including:

* Health…