68026190 - ADMINISTRATIVE SECRETARY

State of Florida • Egypt Lake-Leto, FL

4d • Onsite

About The Position

The Agency for Health Care Administration is Florida's chief health policy and planning entity.
The Office Plans and Construction is responsible for ensuring that hospitals, nursing homes, ambulatory surgical centers, and intermediate care facilities for the developmentally disabled (ICF/DD) are designed and built to be safe, functional, and in compliance with the Applicable Rules, Codes, and Standards regulating the physical plant of these facilities.

Position Overview:
This position is responsible for the administrative clerical duties within the Bureau of Plans and Construction, Division of Health Quality Assurance, Tampa Office.

This is an advanced administrative secretarial position in Hillsborough County.
The work duties involve responsibility for facilitating the operation of a work unit which requires knowledge of data based systems, filing systems and data retrieval.
The primary responsibility for the incumbent of this position is to provide administrative and clerical support to the review/survey teams within the Office of Plans and Construction (OPC).
This administrative support work may involve any of the following duties and responsibilities within the Office of Plans and Construction.
The individual in this position is expected to demonstrate, model and reinforce the Agency’s fundamental values of fairness, cooperation, respect, commitment, excellence, honesty and teamwork.

Requirements

• Knowledge and skilled in use of Microsoft Office suite
• Knowledge and skilled in use of correct grammar usage
• Ability to follow instructions
• Ability to review and input data for accuracy and completeness
• Ability to answer multi line phone; take & forward messages if necessary;
• Basic computer skills
• Ability to type 35+wpm
• Ability to provide outstanding customer service to both internal and external customers
• 3 years of clerical experience in an office setting
• 2 years experience in scheduling appointments in an office setting

Nice To Haves

• Experience with electronic documents and Microsoft Edge is preferred

Responsibilities

• Coordinate and schedule all appointments for Tampa Region Office of Plans and Construction.
• Maintain and update a data storage system for all plans and specifications on active projects.
• Update information on the share drive as well as the document tracking system and archival system.
• Scans documents/correspondence into the data system for all documents produced for Office of Plans and Construction - Tampa Region.
• Assist in the processing of cursory reviews request, such as inputting requests in data storage systems.
• Create letters for the Architect Supervisor/Professional Engineer Administrators (Mechanical/Electrical) for all 4 offices within OPC on an as needed basis.
• Maintains and updates a data storage system for plans and specifications of cursory review projects on an as needed basis.
• Receives and routes telephone calls, answers to which may involve the interpretation of policies and procedures.
• Assist external users with requirements of the electronic plan review application, submission and processing.
• Assures all visitors sign in and out and that they are properly escorted throughout the building.
• Prepare letters from templates and merge with staff comments.
• Assist with onboarding new staff members in Tampa Region Office.
• Performs other related duties as assigned and 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed