68064988 - OPERATIONS REVIEW SPECIALIST/EXECUTIVE ADMINISTRATIVE ASSISTANT

Requisition No: 843926 

Agency: Agency for Health Care Administration

Working Title: 68064988 - OPERATIONS REVIEW SPECIALIST/EXECUTIVE ADMINISTRATIVE ASSISTANT

 Pay Plan: Career Service

Position Number: 68064988 

Salary:  $1,800 - $2,000 Biweekly 

Posting Closing Date: 02/01/2025 

Total Compensation Estimator Tool

Operations Review Specialist / Executive Administrative Assistant

Office of FX Program Administration (FXPA)

State of Florida Agency for Health Care Administration

This position is located in Tallahassee, FL.

Position Overview and Responsibilities

The Executive Administrative Assistant will provide comprehensive administrative support to the Director of the Office of FX Program Administration and assist with the governance administrative and external strategy activities for the FX Executive and External Relations Team. This position will play a key role in ensuring the smooth operation of the office, coordinating activities, managing communications, and supporting the strategic initiatives of both leadership roles. Key responsibilities for this position are listed below.

Administrative Support to the Director of the Office of FX Program Administration (FXPA)

• Manage the Director’s calendar, scheduling meetings, appointments, and events, ensuring optimal time management.
• Coordinate travel arrangements, including booking flights/transportation, accommodations, and preparing itineraries.
• Prepare and proofread correspondence, reports, presentations, and other documents as needed.
• Maintain files, both electronic and physical, in an organized and easily accessible manner.
• Assist in preparing materials for meetings, including agendas, presentations, and briefing documents.
• Handle confidential and sensitive information with discretion.
• Track deadlines, follow up on pending actions, and ensure timely completion of tasks.
• This position will be located on-site in the FX office in Tallahassee, FL.

Support for External Strategy and Governance Activities:

• Help coordinate and track executive and external engagement efforts, including scheduling calls, meetings, and briefings with key stakeholders.
• Assist with maintaining external stakeholder contact lists and databases, ensuring accurate and up-to-date information.
• Assist with organizing and preparing materials for governance meetings, including preparing agendas, notes, ensuring action items are followed up on, and printing and publishing materials.

General Office and Team Support

• Provide backup support for other team members as needed, ensuring business continuity.
• Assist with other administrative duties as required to support the effective functioning of both leadership roles and the broader team.
• Assist with office supplies and equipment management, ensuring the office operates efficiently and orders are placed timely.
• Manage FX Conference Room calendar(s).
• Support project management efforts, including maintaining timelines, tracking deliverables, and coordinating team efforts and assignments.
• Assist in organizing and managing meetings, including virtual and in-person events, by coordinating schedules, sending invitations, and preparing meeting materials.
• Assist with organizing logistics for internal and external events, conferences, and stakeholder engagement activities.

Other duties and responsibilities as assigned.

Knowledge, Skills, and Abilities

• Strong organizational and time management skills, with the ability to handle multiple priorities and meet deadlines.
• Strong attention to detail and a commitment to accuracy.
• High level of proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools and Adobe Professional.
• Flexibility and adaptability to changing priorities and responsibilities.
• Experience with administrative principles and practices, office procedures and practices, and proper office etiquette.
• Exceptional communication skills, both written and verbal.
• Discretion and professionalism in handling confidential information.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to travel with or without accommodations.
• Ability to operate various types of office equipment.

Minimum Qualifications

• A minimum of 4 years of higher-level administrative support experience.

Preferences

• Preference will be given to applicants with experience in maintaining a calendar and scheduling meetings, travel coordination, or project management. 
• Preference will be given to applicants with experience providing administrative assistance in corporate or government settings.

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!

Message from the Office of Health Care Connections (FX)

Do you want to impact people’s lives with your work? Do you want to be a part of a team that works hard and supports your efforts? Come work at FX!

FX (Florida Health Care Connections), is a transformation to ensure our Agency’s mission of Better Health Care for All Floridians continues for generations to come. Come join us and …

• • Jump into the front end of creating and implementing innovative solutions for Government Healthcare programs;
  • Take part in one of the largest transformation initiatives in Florida’s history and make a lasting impact for millions of people statewide;
  • Enjoy working with a team known for their diligence and collaboration and perceived as a leader among similar programs in the nation;
  • Enjoy benefits offered as a State of Florida employee, including health insurance options; pension and investment retirement plans; and sick and annual leave

Learn more at: https://ahca.myflorida.com/medicaid/florida-health-care-connections-fx

Thank you for your interest!

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

Salary : $1,800 - $2,000