68025182 - REGULATORY SPECIALIST II

State of Florida•Fort Myers, FL

9d•$36,498 - $39,974•Onsite

About The Position

This is secretarial work performing a variety of complex or technical secretarial duties in the Fort Myers Health Quality Assurance Field Office. The Agency for Health Care Administration is Florida's chief health policy and planning entity, responsible for administering the Florida Medicaid program, the licensure and regulation of nearly 50,000 health care facilities, and empowering consumers through health care transparency initiatives. The Agency is focused on advancing Governor DeSantis’ vision for Florida’s health care system to be the most cost-effective, transparent, and high-quality health care system in the nation.

Requirements

2 years of professional experience with computer data entry.
Knowledge of office procedures.
Ability to work independently.
Typing skills including proper format of letters, memoranda, and reports with correct grammatical usage.
Ability to utilize microcomputer equipment and software to enter, retrieve, and manipulate data required to perform licensure and certification functions.

Nice To Haves

Experience with ASPEN/iQIES and VERSA systems.
A college degree.

Responsibilities

Serve as personnel liaison, responsible for the implementation of personnel policies and procedures as they relate to field office operations.
Assist field office staff with administrative/human resources related questions and act as the liaison between field office staff and the divisional human resources department.
Maintain confidentiality of employee concerns while communicating with divisional human resources and/or finance and accounting.
Prepare and submit position advertisements, pre-screen candidates, ensure required documentation is collected, schedule interviews, greet candidates, obtain required documents for new hires, conduct/grade candidate writing samples, and process required documentation to submit recommended candidates.
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 and schedule new hire orientation.
Prepare and submit employee separation documentation (collection of equipment, revoking building access key cards, returning parking passes, etc.), and submit required separation documentation (resignation letter, acceptance of resignation, PAR, and NAF).
Prepare and submit all position description changes, additional software access forms, and replacement equipment requests.
Ensure all field office staff contact information is updated in personnel files and COOP records.
Utilize ASPEN/iQIES to prepare survey documents, including the creation and tracking of electronic survey shells to and from surveyors.
Create a draft of original survey data submitted, proof initial comments, and draft various survey letters before submitting them to the reviewer.
Send survey findings to facilities via fax after review, organize physical and electronic documentation for entry into LaserFische, and complete 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.
Receive assigned public records assignments (CorrFlow), ensuring the facility is within the field office region and there is a signed authorized request.
Work within the LaserFische software program to create corresponding CorrFlow files, retrieve requested documentation from original electronic survey files, and place copies in CorrFlow files to be reviewed prior to redaction.
Ensure all critical clerical functions are covered, including reception duties for the office, receiving/screening/routing telephone coverage from 8:00 am to 5:00 pm, and processing/distributing incoming/outgoing mail.
Prepare and process My Florida Market Place purchase requisitions, reconcile purchase orders, and electronically receive merchandise.
Comply with and monitor compliance (when applicable) with mandatory vendor invoice requirements under section 215.422, F.S., and Chapter 3A-24, F.A.C.
Oversee general office operations related to maintenance of telephone and office equipment.
Monitor all office equipment to ensure supplies are readily available.
Obtain bids and initiate lease or purchase agreements; coordinate all issues related to vendor and landlord issues; coordinate issues related to computer equipment or technology with the local IT Representative.
Develop and maintain an efficient filing system for both electronic 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.
Coordinate staff meetings and other engagements, distribute agendas and/or handouts, obtain staff attendance and/or presentations, and take meeting minutes.
Prepare correspondence regarding meetings for FOM approval then electronically mail to staff.
Research correspondence and HIPPA violations as needed for FOM and provide findings.
Communicate as needed with staff within and outside of the field office.
Maintain a log for field office staff overtime and assist in the approval of field office staff time sheets.

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