ADMINISTRATIVE ASSISTANT II - 64085485

State of Florida

26d • Onsite

About The Position

The Prosecution Services Unit (PSU) is responsible for providing legal services in the regulation of all health care boards and councils. PSU takes administrative action against healthcare practitioners for violations of the licensee’s practice act. Your Specific Responsibilities: This position is directly supervised by the General and Operations Manager I of the Business Center within the Prosecution Services Unit of the Office of the General Counsel. Incumbent possesses good judgment and problem-solving skills to ensure services provided by the Business Center are completed efficiently, timely, and correctly. Incumbent is responsible for purchasing goods and services and processing all invoices for expenses incurred for the Prosecution Services Unit; ensuring compliance with Section 215.422, F.S. and Chapter 3A-24, F.A.C., by coding the invoices to the appropriate board, obtaining approval, and submitting to Finance and Accounting within 5 working days; processing purchase orders through My Florida Market Place, or purchasing through P-card; and reconciling all purchases within the unit. Ordering goods and services may include contacting vendors to order, coordinating with non-contract vendors to register on MFMP, researching items and vendors for cost comparisons, requesting invoices and resolving discrepancies. Incumbent is responsible for P-Card Reconciliation reports, which include preparing transaction log, collecting receipts for charges, redacting the P-card numbers, ensuring correct profession codes are billed, obtaining approval signatures and timely submitting invoices to Finance and Accounting for payment. Incumbent will be responsible for approving FLAIR charges for Level 1 and 2 to ensure accuracy. Maintains monthly and direct order balance reports. Incumbent will coordinate, ensure and/or timely enter appropriate case-related expenses into the tracking system; maintain copies of expense invoices for provide upon request for production from litigation. Other duties as assigned.

Requirements

• Knowledge, skills and abilities, including utilization of equipment, required for the position:
• Ability to compile, organize, and analyze data.
• Ability to conduct fact-finding interviews.
• Ability to investigate, analyze, and resolve complaints.
• Ability to understand and apply Florida Statutes, rules, policies and procedures for licensing and regulation of professionals and facilities, and consumer protection.
• Ability to provide consultative assistance to others.
• Ability to plan, organize, and coordinate work activities.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

Nice To Haves

• Experience with MyFloridaMarketPlace.
• Experience with purchasing.
• Experience with WORKS.

Responsibilities

• purchasing goods and services and processing all invoices for expenses incurred for the Prosecution Services Unit
• coding the invoices to the appropriate board, obtaining approval, and submitting to Finance and Accounting within 5 working days
• processing purchase orders through My Florida Market Place, or purchasing through P-card
• reconciling all purchases within the unit
• ordering goods and services may include contacting vendors to order, coordinating with non-contract vendors to register on MFMP, researching items and vendors for cost comparisons, requesting invoices and resolving discrepancies
• P-Card Reconciliation reports, which include preparing transaction log, collecting receipts for charges, redacting the P-card numbers, ensuring correct profession codes are billed, obtaining approval signatures and timely submitting invoices to Finance and Accounting for payment
• approving FLAIR charges for Level 1 and 2 to ensure accuracy
• maintaining monthly and direct order balance reports
• coordinate, ensure and/or timely enter appropriate case-related expenses into the tracking system
• maintain copies of expense invoices for provide upon request for production from litigation
• other duties as assigned

Benefits

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions
• Flexible Spending Accounts;
• Tuition waivers;

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees