68057488 - ADMINISTRATIVE ASSISTANT I

State of Florida•Tallahassee, FL

1d•Onsite

About The Position

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. 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 MyFloridaMarketPlace, 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. Mains 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.

Requirements

Two (2) years of experience in administrative or clerical work is required.
Knowledge of administrative principles and practices.
Knowledge of office procedures and practices.
Knowledge of the methods of data collection.
Knowledge of the principles and techniques of effective communication.
Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
Ability to prepare correspondence and administrative reports.
Ability to understand and apply applicable rules, regulations, policies and procedures.
Ability to utilize problem-solving techniques.
Ability to work independently.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively.

Nice To Haves

An associate’s degree from an accredited college or university can substitute on a year for year basis for the required experience listed above.
Experience working in MyFloridaMarketPlace (MFMP) or Human Resources.

Responsibilities

Serve as an office manager and assistant to the Bureau Chief and other managers within the Bureau.
Ensure the continuity of work in the Bureau Chief’s absence.
Serve as a liaison with other offices.
Independently handle special administrative projects.
Interpret administrative policies.
Research and gather data.
Prepare written reports on administrative issues.
Handle 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.
Coordinate 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, obtain signatures on correspondence and sign-off on other products to ensure a timely and proper response.
Ensure 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.
Prepare and process position advertisements.
Assist supervisors with setting up interviews.
Conduct employment verifications and reference checks.
Ensure 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.
Serve as the purchasing liaison, arrange through MyFloridaMarketPlace, purchasing of office supplies.
Obtain maintenance contracts of office equipment for comparison and supervisory review.
Submit purchasing data timely and periodically complete required inventory of equipment as directed by policy.
Assist with researching and compiling information required in completing work and other special assignments.
Compile and analyze data related to administrative issues.
Research pertinent materials and provide the Bureau Chief with the necessary background information for meetings.
Participate in staff meetings and staff development activities.
Receive incoming correspondence and memoranda.
Review and analyze correspondence and assist in preparing responses to inquiries not requiring the personal attention of the Bureau Chief.
Maintain the Bureau Chief’s travel, scheduling appointments and conferences.
Review, analyze and prepare drafts of correspondence for administrative decisions and policies.
Maintain liaison with other offices within the department, other departments, health care professional associations and other external stakeholders.
Act in a public relations capacity in representing the Bureau's activities.
Act in a public relations capacity in representing the Bureau over the phone or in person.
Determine secretarial workload priorities, coordinating phone and mail coverage.
Perform other duties as assigned.

Benefits

Health insurance (i.e., individual and family coverage) to eligible employees
Life insurance; $25,000 policy is free plus option to purchase additional life insurance
Dental, vision and supplemental insurance
State of Florida retirement options, including employer contributions
Ability to earn up to 104 hours of paid annual leave as a new employee with the State of Florida
Ability to earn up to 104 hours of sick leave annually
Nine paid holidays and 1 personal holiday each year
Opportunities for career advancement
Tuition waivers (accepted by major Florida Colleges/universities)
Student loan forgiveness opportunities (eligibility required)
Training opportunities
Flexible Spending Accounts
Shared Savings Program for select medical services
Lower copays for prescription drugs
Health and Wellness discounts