68048820 - ADMINISTRATIVE ASSISTANT I

Requisition No: 858087 

Agency: Agency for Health Care Administration

Working Title: 68048820 - ADMINISTRATIVE ASSISTANT I

 Pay Plan: Career Service

Position Number: 68048820 

Salary:  $1,336.92 - $1,403.77 Biweekly 

Posting Closing Date: 08/14/2025 

Total Compensation Estimator Tool

POSITION OVERVIEW:

The Bureau of Health Facility Regulation seeks a self-motivated individual to serve as the Administrative Assistant to assist the Health Administration Services Manager and staff in the Assisted Living Unit. 

The successful candidate will function as a member of a cooperative team that is responsible for the registration, licensure, and/or certification of various categories of health care facilities and will be responsible for providing information and technical assistance for all application matters pertaining to licensure and/or certification of assigned programs.

 

WHAT YOU WILL DO:

This position is responsible for serving as an office manager and acting as an assistant to the Unit Manager and Operations & Management Consultant Managers; ensuring workflow between the unit and the bureau office is handled professionally while maintaining confidentiality.

Serves as a liaison with other offices; independently handles administrative projects; interprets administrative policies; researches and gathers data; prepares written reports on administrative issues; and handles other routine administrative duties.

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

 

Specific responsibilities and duties are as follows:

Assignment coordinator- reviews, completes, and/or distributes correspondence tracking and public records assignments (Corrflow) and follows up on late assignments; maintains and tracks workflow and projects assigned to the unit.

Redacts all confidential information according to Agency guidelines prior to release.

Obtains the appropriate signatures on correspondence to ensure a timely and proper response; ensures inter-office communications are handled properly.

Monitors the unit mail box and email box. Answers correspondence or assigns to appropriate staff for response.

 

Assistant to the Health Administration Services Manager- coordinate meetings and prepare and distribute agendas and handouts; prepare and process travel arrangements, travel request, itineraries and travel reimbursements; maintains Manager's calendar, schedules appointments and conferences; monitors all unit printers to make sure that they are maintained in proper working order and that supplies are readily available; answers telephones, provides information and non-technical assistance to providers and the public regarding licensure and/or participation in Medicare and Medicaid for all programs in the unit.

Communicates as needed with staff within and outside the unit to assure appropriate telephone coverage from 8:00 a.m. to 5:00 p.m.; coordinate Continuity of Operations Plan activities.

 

Personnel Liaison- prepare and process position advertisements; assist supervisors with setting up interviews.

Ensuring required documentation is collected, signed, and processed; orient new employees to the Division (fingerprint process, ID badge, I-9 forms, Network Access Forms, etc); process separations; coordinate, review, and process performance evaluations and position description changes; act as liaison between the unit and Human Resources office; assist employees with administrative services related questions.

 

Purchasing Liaison- prepare and process My Florida Market Place purchase requisitions and Florida Administrative Register notices.

Complies with and monitors compliance (when applicable) with the mandatory prompt vendor invoice requirements under Section 215.422, F.S., and Chapter 3A-24, F.A.C.

 

Maintains a working knowledge of the Agency's databases and resources utilized by the licensure unit in order to enter and retrieve licensure/certification, payment, inspection and other general facility information.

Runs data entry quality assurance reports and takes appropriate action to fix data entry errors.

 

Reviews the unit's document storage system and prepares outdated documents for destruction.

Assist analysts with the preparation and s