68900154 - OPS ADMINISTRATIVE SECRETARY

State of Florida • Tallahassee, FL

21h • $15

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.

The Background Screening Unit processes screening results and makes eligibility determinations for a variety of applicants and individuals required to be screened to work with Florida’s vulnerable population.
The Unit is also responsible for the maintenance and administration of the Care Provider Background Screening Clearinghouse.

The incumbent in this position provides administrative support to the Background Screening Section.
The incumbent functions as a member of a cooperative team that is responsible for processing background screening requests in accordance with state and federal laws.

Specific responsibilities and duties are as follows:
Answers telephones, handles routine inquiries, complies with requests, and makes appropriate staff referrals.
Provides general information to the public and makes referrals to other state agencies as appropriate.
Communicates and interacts with other Agency personnel and units as necessary to complete required transactions.

Processes incoming and outgoing mail, emails, and faxes including logging receipt dates in the BGS database.
Distributes correspondence according to the Unit mail procedures.
Reviews and responds to incoming email correspondence to the Background Screening Unit and/or Agency email within required timeframes.

Performs related work as assigned.

This position will be hired at the minimum salary of $15.00 hourly and is non-negotiable.

Requirements

• Six (6) months of office/professional experience maintaining confidential information
• One (1) year of experience with Microsoft Office (Outlook, Word, Excel) and Adobe Standard/Professional
• Ability to compile, organize, analyze information, and make recommendations when needed.
• Ability to train and communicate effectively in writing and verbally, including presentations.
• Ability to establish and maintain effective working relationships with consumers and other Agency staff.
• Ability to prepare reports, applications, documents, and other written materials as needed.
• Ability to be punctual.
• Ability to plan, analyze, prioritize, and manage a high volume of multiple assignments and tasks in a timely manner.
• Ability to deescalate irate callers.
• Ability to problem solve.
• Knowledge of basic grammar, capitalization, and punctuation.
• Knowledge of navigating software systems

Nice To Haves

• Knowledge of the Clearinghouse Screening Management System
• 6 months of Call Center experience within the last 2 years
• Bi-lingual

Responsibilities

• Answers telephones, handles routine inquiries, complies with requests, and makes appropriate staff referrals.
• Provides general information to the public and makes referrals to other state agencies as appropriate.
• Communicates and interacts with other Agency personnel and units as necessary to complete required transactions.
• Processes incoming and outgoing mail, emails, and faxes including logging receipt dates in the BGS database.
• Distributes correspondence according to the Unit mail procedures.
• Reviews and responds to incoming email correspondence to the Background Screening Unit and/or Agency email within required timeframes.
• Performs related work as assigned.

Benefits

• No state income tax for residents of Florida;
• State Group Insurance coverage options (must meet eligibility requirements), including health, life, dental, vision, and other supplemental insurance options;
• Savings & Spending Accounts;
• 401 (a) FICA Alternative Plan administered through VALIC (tax deferred Retirement Savings Plan);
• Participation in the Florida Deferred Compensation Plan (457b)

What This Job Offers

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