68900357 - OPS ADMINISTRATIVE ASSISTANT I

State of Florida; Tallahassee (FL); On-site; USD 35,000 - 40,000; Full time

Benefits offered by this job

No state income tax

Health insurance

Florida retirement plans

Job summary

State of Florida is seeking an OPS Administrative Assistant I in Tallahassee to support the Bureau Chief and management team. The role emphasizes maintaining office operations, coordinating meetings, and handling special administrative projects with independent judgment to meet deadlines.

The incumbent will manage correspondence, perform data analysis, and assist with staffing processes, purchasing, and travel arrangements.

Qualifications

• Two (2) years of experience in administrative or clerical work.
• Associate degree can substitute on a year-for-year basis.
• Preference for MFMP or Human Resources experience.

Responsibilities

• Serve as office manager and assistant to the Bureau Chief and managers.
• Coordinate Bureau-wide activities, leave, and priority tasks.
• Ensure continuity of office work in the Bureau Chief's absence.
• Prepare correspondence and administrative reports.
• Coordinate purchasing, personnel, travel, and IT requests.
• Research and compile information for meetings and background material.

Skills

Administrative principles

Office procedures

Data collection

Effective communication

Independent work

Education

Associate degree

Tools

MFMP

Job description

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68900357 - OPS ADMINISTRATIVE ASSISTANT I

Date: Sep 2, 2026

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

Requisition No:883030

Agency: Agency for Health Care Administration

Working Title: 68900357 - OPS ADMINISTRATIVE ASSISTANT I

This is complex administrative work assisting the Bureau Chief of Systems Management, Intake & Data Integrity.

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.

Maintains 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.

This position will be hired at $16.79 hourly and is non-negotiable.

Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck.

The State’s total compensation package for Other Personal Services (OPS) employees features a highly competitive set of employee benefits including:

• 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;
• 401 (a) FICA Alternative Plan administered through VALIC (tax deferred Retirement Savings Plan);
• Participation in the Florida Deferred Compensation Plan (457b)

OPS employment is a temporary employer/employee relationship used for accomplishing short term or intermittent tasks.

OPS employees are at-will employees and are subject to actions such as pay changes, changes to work assignment, and terminations at the pleasure of the agency head or designee.

OPS employees do not serve probationary periods or become permanent in their positions because they serve at the pleasure of the agency head.

KNOWLEDGE, SKILLS, AND ABILITIES

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.

MINIMUM QUALIFICATIONS REQUIREMENTS

Two (2) years of experience in administrative or clerical work is required.

An associate’s degree from an accredited college or university can substitute on a year for year basis for the required experience listed above.

Preference will be given to applicants with experience working in MyFloridaMarketPlace (MFMP) or Human Resources.

LICENSURE, CERTIFICATION, OR REGISTRATION REQUIREMENTS

N/A

CONTACT: AMBER PHILLIPS 850-412-4490

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.

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.