68031657 - ADMINISTRATIVE SECRETARY

State of Florida•Boca Raton, FL

5d•$1,386 - $1,412

About The Position

The Bureau of Field Operations is responsible for the survey and certification process of health care facilities across the State of Florida. These surveys ensure that all state licensed, and federally certified health care facilities meet the established state and/or federal requirements and patients and residents receive safe, quality health care. Field Operations staff also ensure the safety of residents in health care facilities when emergencies such as natural disasters occur. The primary responsibility of the individual in this position is to provide secretarial/administrative support services to the Field Office Manager, Supervisors, and other professional staff. This position requires independent activities. Work is performed under the general supervision of the Field Office Manager. The individual will work in Laserfiche, My Florida Market Place, ACO, ACTs, iQIEs and Versa on a regular basis. This position acts as personnel liaison; responsible for implementation of personnel policies and procedures as they relate to Field Office operations. This includes coordinating, completion and processing of personnel forms, and training and orientation records. Develops, updates and maintains local administrative files on all personnel including current position descriptions, mandatory training certificates, P-Card assignment, ID badges and parking passes. The incumbent initiates office supply orders using Agency systems and obtains prior authorization from Field Office Manager prior to completing purchases. The incumbent maintains an inventory of supplies and equipment to ensure that staff have adequate resources to perform their job functions. Obtains bids and initiates lease or purchase agreements; coordinates all issues related to vendor and landlord issues; coordinates issues related to computer equipment or technology with the local IT Representative. Scans survey documents into Laserfiche utilizing current protocols. Weekly reviews the scanning report to ensure that all required documentation has been scanned, and when omissions are identified, ensures corrected. Maintains efficient filing systems for both electronic data and hard copy files. Periodically reviews files for purging or archiving and maintains other controls as needed. Handles telephone and written inquiries and complaints of a general nature from providers of the public. Assists with answering routine questions from the public and surveyors. Receives incoming faxes and mail, routes fax/mail to appropriate supervisors and follow-up to ensure that mail is being properly processed. Relays supervisor's instructions to all professional and clerical support staff; collects and assimilates data and information for the supervisor's reports, meetings and correspondence; and answers inquiries on policy and procedural administrative matters. Assists the survey scheduler as needed to create appointments and attach documentation. Performs related work as required. This position has been identified as mission essential. The incumbent in this position may be required to work during the weekend or on holidays. In addition, mission essential personnel will be required to work during disasters, to include but not limited to, work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency work may involve the incumbent to work in another county or staffing location to assist other State Agencies with emergency work. Emergency duties may include, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural. 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 except in emergency circumstances not under the control of the employee. This position has a Competitive Area Differential (CAD) and will be hired at $1,336.92 + $48.80 = $1,385.72 - $1,403.77 + $48.80 = $1,412.46 biweekly.

Requirements

Ability to compile, organize, and analyze data.
Ability to plan, organize, and coordinate work activities.
Ability to utilize microcomputer equipment and software to enter, retrieve and manipulate data required to perform licensure and certification functions.
Ability to investigate, analyze, and resolve data integrity issues.
Ability to understand and apply Florida Statues, rules, policies and procedures for licensing and regulation of professionals and facilities and consumer protection.
Ability to conduct face-to-face discussions.
Ability to provide consultative assistance to others.
Ability to handle telephone calls in a courteous and effective manner.
Ability to establish and maintain effective working relationships with others.
One (1) year of clerical and/or administrative experience.

Nice To Haves

Preference will be given to applicants with six (6) or more months of experience as a personnel Liaison, and/ or experience in specific software applications: Automated Survey Processing Environment, (ASPEN), Laserfiche, Versa Regulation, Microsoft Office (Word, Excel, Access, and Outlook), MFMP and/or CASPER.

Responsibilities

Provide secretarial/administrative support services to the Field Office Manager, Supervisors, and other professional staff.
Act as personnel liaison; responsible for implementation of personnel policies and procedures as they relate to Field Office operations.
Coordinate, completion and processing of personnel forms, and training and orientation records.
Develop, updates and maintains local administrative files on all personnel including current position descriptions, mandatory training certificates, P-Card assignment, ID badges and parking passes.
Initiate office supply orders using Agency systems and obtains prior authorization from Field Office Manager prior to completing purchases.
Maintain an inventory of supplies and equipment to ensure that staff have adequate resources to perform their job functions.
Obtain bids and initiates lease or purchase agreements; coordinates all issues related to vendor and landlord issues; coordinates issues related to computer equipment or technology with the local IT Representative.
Scan survey documents into Laserfiche utilizing current protocols.
Weekly reviews the scanning report to ensure that all required documentation has been scanned, and when omissions are identified, ensures corrected.
Maintain efficient filing systems for both electronic data and hard copy files.
Periodically reviews files for purging or archiving and maintains other controls as needed.
Handle telephone and written inquiries and complaints of a general nature from providers of the public.
Assist with answering routine questions from the public and surveyors.
Receive incoming faxes and mail, routes fax/mail to appropriate supervisors and follow-up to ensure that mail is being properly processed.
Relay supervisor's instructions to all professional and clerical support staff; collects and assimilates data and information for the supervisor's reports, meetings and correspondence; and answers inquiries on policy and procedural administrative matters.
Assist the survey scheduler as needed to create appointments and attach documentation.
Perform related work as required.

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