68030662 - ADMINISTRATIVE ASSISTANT I

Florida; Tallahassee (FL); On-site; USD 31,000 - 37,000; Full time

Benefits offered by this job

Health insurance

Retirement options

Paid holidays

Job summary

Agency for Health Care Administration in Tallahassee, FL is seeking an Administrative Assistant I to support the Long-Term Care Services Unit. Responsibilities include answering calls, managing records, and coordinating workflow to meet time-sensitive demands.

Ideal candidates have two years’ clerical experience and at least one year with Microsoft Office. Bi-lingual (Spanish/English) candidates are preferred, with a strong focus on accuracy, confidentiality, and teamwork.

Qualifications

• Two years of clerical, administrative, and/or record management experience.
• One year of experience with Microsoft Office (Outlook, Word, Excel).

Responsibilities

• Administrative and clerical functions including primary telephone support for the Unit, assisting customers with inquiries.
• Entering and retrieving licensure/certification, payment, inspection data; run QA reports.
• Preparing memos and correspondence; assisting with program management and tracking applications.

Skills

Bilingual (Spanish/English)

Tools

Microsoft Office

Job description

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The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website .

Requisition No:884931

Agency: Agency for Health Care Administration

Working Title: 68030662 - ADMINISTRATIVE ASSISTANT I

The Agency for Health Care Administration is Florida's chief health policy and planning entity.

The Agency is 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.

Under the direction of Agency Secretary Shevaun L. Harris, 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.

Agency Objectives:

HIGH QUALITY

Emphasizing quality in all that we do to improve health outcomes, always putting the individual first.

TRANSPARENT

Supporting initiatives that promote transparency and empower consumers in making well informed healthcare decisions.

COST-EFFECTIVE

Leveraging Florida’s buying power in delivering high-quality care at the lowest cost to taxpayers.

Position Overview:

The Long-Term Care Services Unit is seeking to hire an Administrative Assistant I who is dependable, flexible, and can thrive in a work setting that requires attention to detail and managing time sensitive tasks.

The position’s hours are Monday – Friday from 8:00 a.m.– 5:00 p.m.

Adjustments to the hours may be made to accommodate an employee upon request.

The work unit is responsible for regulating health care providers and facilities.

The successful applicant's responsibilities are as follows:

The ideal candidate for this position must be productive under tight timeframes, balance multiple and competing priorities, and maintain goal-directed behavior.

Must be able to interact courteously with others and be able to work in a high-volume environment.

Will have experience working alone or as part of a team in collecting, processing and sharing information relating to duties and responsibilities.

Those not able to work effectively in a deadline-oriented atmosphere should not apply.

A good attendance record is essential for any individual in this position as the work involved occurs daily and is time critical.

This is complex administrative work assisting the Health Administration Services Manager and staff in the Long-Term Care Services Unit.

This position is responsible for acting as an assistant to the Unit Manager and Program Administrators; ensuring workflow between the unit and the bureau office is handled professionally while maintaining confidentiality.

The incumbent functions as a member of a cooperative team that is responsible for the registration, licensure, and/or certification of various categories of health care facilities/entities.

Responsibilities and duties include the following:

Administrative and clerical functions include primary telephone support for the Unit, assisting internal and external customers with inquiries related to programs regulated by the Unit, distributing mail reports and arranging meetings.

Entering and retrieving licensure/certification, payment, inspection, and other general facility information, running data entry quality assurance reports, and correcting data entry errors as required.

Preparing memos and other correspondence, assisting with program management, logging and tracking applications and legal orders, and assisting consultants in assigned programs of responsibility.

Researching, gathering, comparing and analyzing information relating to assignments and projects.

Maintaining files, scanning, retrieving or reproducing documents and records within the Agency's document management system, and generating reports.

Experience with Microsoft Word, Outlook, and Internet navigation and research.

Experience with proofreading, composition, and grammar structure.

Excellent customer service, communication, and time management skills.

Desire to work cooperatively in a team environment.

Serve as back-up for processing Public Record requests for the Long-Term Care Services Unit.

A good attendance record is essential for any individual in this position as the work involved occurs daily and is time critical.

The individual in this position is expected to report to work daily and on time.

Leave must be requested in advance from management, except in emergency circumstances not under the control of the employee.

This position will be hired at $1,336.92 Biweekly and is non-negotiable.

Benefits of Working for the State of Florida:

• 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)
• Shared Savings Program for select medical services
• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of the principles and techniques of effective communication.
• Skill in providing customer service to internal and external customers.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing, or report reviews.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to use problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize, and coordinate work assignments.
• Ability to communicate effectively, verbally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Ability to work cooperatively as a member of a team.
• Ability to organize and maintain filing systems.
• Ability to use a computer, other office machines, and software necessary to enter, retrieve, and manipulate data.
• Ability to maintain confidentiality of information.

MINIMUM QUALIFICATIONS REQUIREMENTS

Two years of clerical, administrative, and/or record management experience.

One year of experience with Microsoft Office (Outlook, Word, Excel).

Preferred Qualifications:

• Experience responding to public information requests.
• Knowledge of Versa and Laserfiche applications.
• Call Center experience within the last 5 years.
• Preference will be given to an applicant with bi-lingual capability in Spanish and English.

LICENSURE, CERTIFICATION, OR REGISTRATION REQUIREMENTS

N/A

CONTACT:

RACHEL WHITTON 850-412-4534

BACKGROUND SCREENING

It is the policy of the Florida Agency for Health Care Administration that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and, if applicable, also be screened in accordance with the requirements of Chapter 435, F.S., and Chapter 408, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency. Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE.

Pursuant to Chapter 295, Florida Statutes,candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here . All documentation is due by the close of the vacancy announcement.

Location:

TALLAHASSEE, FL, US, 32308 TALLAHASSEE, FL, US, 32301 TALLAHASSEE, FL, US, 32302 TALLAHASSEE, FL, US, 32303 TALLAHASSEE, FL, US, 32304 TALLAHASSEE, FL, US, 32305 TALLAHASSEE, FL, US, 32307 TALLAHASSEE, FL, US, 32309 TALLAHASSEE, FL, US, 32310 TALLAHASSEE, FL, US, 32311 TALLAHASSEE, FL, US, 32312 TALLAHASSEE, FL, US, 32316 TALLAHASSEE, FL, US, 32317 TALLAHASSEE, FL, US, 32399

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.