68064456 - ADMINISTRATIVE ASSISTANT I

Administrative Assistant I

This is an exciting opportunity to help shape the quality of health care in Florida. We are seeking to hire an Administrative Assistant I who desires to work to enhance the delivery of health care services through the Florida Medicaid Program. This position requires a candidate who is creative, flexible, innovative, and who will thrive in a fast-paced, team based work environment. This position is located in the Bureau of Medicaid Policy.

The Bureau of Medicaid Policy is responsible for the development, coordination, and implementation of Florida Medicaid program policies, including : all Medicaid federal authorities (e.g. the Florida State Plan, 1115 waivers and home and community based waivers), administrative rules, coverage policies, managed care plan contracts, bill analyses, drug utilization review boards, preferred drug lists, supplemental rebate contracts, and KidCare / Title 21.

This position is responsible for providing advanced administrative, and technical assistance in coordinating a variety of complex functions within the bureau on a daily basis. The incumbent in this position is responsible for acquiring and maintaining general knowledge about the Medicaid program and the functional responsibilities of sections / units within the bureau, including Agency administrative procedures that affect office management practices.

This position is responsible for handling the daily administrative functions of the office and supporting the Chief in all administrative areas, including :

• Managing the Bureau Chief for Medicaid's calendar, which is extensive.
• Screening requests for meetings, attendance at conference and other appointments.
• Managing calendar appointments and ensuring on a daily basis that scheduling conflicts are resolved prior to the meeting occurrence.
• Providing prompts in advance of scheduled meetings to facilitate the Bureau Chief remaining on schedule with appointments.
• The incumbent in this position performs administrative functions necessary to ensure the office remains in compliance with applicable human resource regulations, including the handling of confidential and sensitive personnel information.
• Serves as personnel liaison for the bureau and works closely with the Agency's human resource department to answer personnel questions or issues raised by staff.
• Develops, updates, and maintains local administrative files on all personnel including current position descriptions, mandatory training certificates, P-Card assignment, and ID badges. Works with appropriate staff to resolve any discrepancies.
• The incumbent in this position reviews assignments, reports and other documents requiring action by the Bureau Chief and coordinates their handling to completion.
• Prepares tracking log for all assignments and special projects requiring action by the Bureau Chief.
• Make travel arrangements, hotel accommodations, etc.
• Prepares a processes travel reimbursement vouchers.
• Receives incoming calls for the Bureau Chief and, at own discretion, refers calls not requiring the Bureau Chief's direct attention to appropriate staff.
• Addresses routine requests for information.
• The incumbent prepares delegation memos, scheduling meetings, etc. in a timely manner and in accordance with Agency policy or supervisor instructions.
• The incumbent prepares and coordinates development of briefing packages, presentations, or other material for the Bureau Chief.
• The incumbent works with organizational units on programmatic content and format so that materials result in a highly professional product.
• Independently directs completion of assignments when the Bureau Chief is not available.
• Serving as backup to other administrative personnel ensuring copiers, printers, and fax machines in the central office area are stocked at least once daily with paper, toner, and assists the receptionist with phone coverage on an as-needed basis.
• Escorting visitors to and from meeting locations or arranging for an escort, when necessary.
• Coordinating MyFlorida Market Place purchases and approvals for the bureau in collaboration with other administrative personnel in the bureau.
• Other related duties as requested.
• This position is not a remote or telework position.

Benefits of working for the State of Florida :

For a more complete list of benefits, please visit https : / / www.mybenefits.myflorida.com / .

Join us at the Agency for Health Care Administration in fulfilling our mission to provide "Better Health Care for all Floridians."

Knowledge, Skills, and Abilities :

Minimum Qualifications Requirements :

Contact : Kimberly Quinn (850) 412 - 4277

Background screening is required as a condition of employment before beginning employment.

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. 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 clicking