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68031657 - ADMINISTRATIVE SECRETARY

Date: Jul 10, 2025

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce\_operations/human\_resource\_management/for\_job\_applicants/e\_verify) .

Requisition No: 856458

Agency: Agency for Health Care Administration

Working Title: 68031657 - ADMINISTRATIVE SECRETARY

Pay Plan: Career Service

Position Number: 68031657

Salary: $1,298.46 - $1,349.49 Biweekly

Posting Closing Date: 07/17/2025

Total Compensation Estimator Tool (https://compcalculator.myflorida.com/)

Where You Will Work:

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 Work You Will Do:

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.

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 employees features a highly competitive set of employee benefits including:

• State Group Insurance Coverage Options, including health, life, dental, vision, and other supplemental insurance options;

• Flexible Spending Accounts;

• State of Florida retirement options, including employer contributions;

• Generous annual and sick leave benefits;

• 9 paid holidays a year and 1 Personal Holiday each year;

• Career advancement opportunities;

• Tuition waiver for courses offered by Florida’s nationally ranked State University System ;

• Training and professional development opportunities;

• And more!

KNOWLEDGE, SKILLS, AND ABILITIES

•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.

MINIMUM QUALIFICATIONS REQUIREMENTS

• At least 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: Automated Survey Processing Environment, (ASPEN), Laserfiche, Versa Regulation, Microsoft Office (Word, Excel, Access, and Outlook), MFMP and/or CASPER.

LICENSURE, CERTIFICATION, OR REGISTRATION REQUIREMENTS

N/A

CONTACT: NOEMI RAYNERI 305-593-3100

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.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

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.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement.

Location:

DELRAY BEACH, FL, US, 33486

Nearest Major Market:Palm Beach

Nearest Secondary Market:Miami