Administrative Secretary

Overview

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.

Requisition No: 871841 | Agency:
Agency for Health Care Administration |

Working Title:

- ADMINISTRATIVE SECRETARY

• Provide secretarial/administrative support services to the Field Office Manager, Supervisors, and other professional staff.
• Work independently under the general supervision of the Field Office Manager.
• Use systems regularly:
  Laserfiche, My Florida Market Place, ACO, ACTs, iQIEs, and Versa.
• Act as personnel liaison; implement personnel policies and procedures as they relate to Field Office operations, including coordinating, completing, and processing personnel forms, and maintaining training and orientation records.
• Develop, update, and maintain local administrative files on all personnel (current position descriptions, mandatory training certificates, P-Card assignment, s, parking passes).
• Initiate office supply orders using Agency systems with prior authorization from the Field Office Manager; maintain inventory of supplies and equipment.
• Obtain bids and coordinate lease or purchase agreements; manage vendor and landlord issues; coordinate computer equipment or technology with the local IT Representative.
• Scan survey documents into Laserfiche and perform weekly reviews of scanning reports to ensure all required documentation is scanned; correct omissions as needed.
• Maintain efficient filing systems (electronic and hard copy) and periodically review files for purging or archiving.
• Handle telephone and written inquiries and complaints from providers; assist with routine questions from the public and surveyors.
• Receive incoming faxes and mail, route to appropriate staff, and follow up to ensure proper processing.
• Relay supervisor instructions to staff; collect and assimilate data for reports, meetings, and correspondence; answer inquiries on policy and procedural matters.
• Assist the survey scheduler as needed to create appointments and attach documentation.
• Perform related work as required.
• This position has been identified as mission essential and may require work during weekends or holidays, and during disasters beyond normal hours or days as needed.
• Emergency duties may include working at another county or staffing location to assist other State Agencies with emergency work.

• One (1) year of clerical and/or administrative experience.
• 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: ASPEN, Laserfiche, Versa Regulation, Microsoft Office (Word, Excel, Access, Outlook), MFMP and/or CASPER.

N/A

NOEMI RAYNERI

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, be screened in accordance with 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 . Notification to the hiring authority…