ADMINISTRATIVE SECRETARY

The State of Florida - Tallahassee, FL (30+ days ago)3.7


Requisition No: 36474

Agency: Agency for Health Care Administration

Working Title: ADMINISTRATIVE SECRETARY - 68021558

Position Number: 68021558

Salary: $863.60 BI WEEKLY

Posting Closing Date: 05/25/2018

The Bureau of Medicaid Policy is hiring an executive secretary and administrative support to the Agency for Health Care Administration. This position is located in the Bureau of Medicaid Policy and supports the Office Coordination Unit. This Bureau is very dynamic and the work is performed in a very fast-paced environment. The Incumbent is expected to be highly organized and able to work well with all staff. The Incumbent duties will include coordinating and facilitating the administrator's calendar to arrange meetings, preparing appointments, conferences, office expenditures (e.g. supply and office needs), making travel arrangements, preparing travel documents, taking minutes at meetings, communicating with the public, preparing mail-outs, and preparing /updating spreadsheets. The Incumbent will maintain calendars of unit staff in Outlook, will use the correspondence tracking system (CorrFlow) and will track all documents. The Incumbent will draft, format and edit correspondence to comply with the Agency's correspondence guidelines. This position will maintain records for the units and will ensure the storage retrieval and destruction following established State procedures. This position is one of the primary receptionists for the Bureau and will coordinate office coverage with the Bureau Chief's administrative assistant. The Incumbent will be required to multi-task and assist with daily operations.

KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of standard business formats and styles for letters and business forms
Knowledge of office procedures and practices
Knowledge of the principles and techniques of effective communications
Knowledge of the methods of data collection
Skill in typing
Ability to prepare written correspondence
Ability to organize files and other records
Ability to compile and analyze data for administrative decisions
Ability to organize and maintain records management systems
Ability to perform basic arithmetical calculations
Ability to use correct spelling, punctuation, and grammar
Ability to type letters, memoranda, and other standard business forms in correct format
Ability to operate general office equipment
Ability to handle telephone calls in a courteous and effective manner
Ability to plan, organize and coordinate work assignments
Ability to communicate effectively, verbally and in writing
Ability to establish and maintain effective working relationships with others

MINIMUM QUALIFICATIONS:
Minimum of one (1) year of experience in providing administrative support to someone in a professional position as well as subordinates.
Minimum of 1 year experience in managing, coordinating, and facilitating the calendar of person in a professional position including arranging meetings, preparing for appointments/public meetings; ordering supplies or tracking of expenses, making travel arrangements, and tracking work assignments or unit activities/processes, communicating with the public, preparing mail-outs, preparing/updating spreadsheets, and maintaining records.
Minimum of two (2) years of experience with use of Microsoft Suite, including Microsoft Outlook.

CONTACT PERSON:
DENESSA HATCHER (850) 412-4195

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. 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 here. All documentation is due by the close of the vacancy announcement.