Administrative Assistant II - Full-time / Part-time

Requisition No: 17119

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - SES - 64081868

Position Number: 64081868

Salary: $29,344.38 - 33,670.00

Posting Closing Date: 08/16/2017

Open and competitive Opportunity

NOTE: All responses provided to the qualifying questions for this vacancy advertisement must be verifiable on your State of Florida employment application.

This position requires a security background check and/or drug screening and participation in direct deposit.

Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System, (SSS), before their 26th birthday, or have a Letter of Registration from the SSS. For more information, please visit the SSS website: http://www.sss.gov

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise. Through the Departments VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.

If you are a retiree of the Florida Retirement System, (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.

Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

Position Description

This is an independently responsible Administrative Assistant II position for planning, managing or coordinating all operations and activities at the Northeast Health Center and Jupiter Auxiliary Health Center relating to Fiscal, Custodial, Security and Administration. Incumbent will also serve as the backup AAII for the West Palm Beach Health Center. Technical assistance from the Operations Management SES as to appropriate policies and procedures. Analyzes internal processes and plans or implements agency procedural policy and changes to improve operations. Position functions independently in completing research projects, making decisions and assigning duties. Develops performance standards and evaluates work in accordance with policy and procedures. Manages all support operations to assure the productivity and continuity of center activities such as described. This position also functions as part of the Center Management Team. This position is responsible for security of the facility and is on call as appropriate person to contact in the event of an incident during regular work hours. Responsible for safe combination and contents. Coordinates the security, controls the disbursement, and provides for maintenance of audio and visual equipment. Responsible for efficient time management and scheduling of staff in order to accomplish all functions and responsibilities. Responsible for the daily cash report, monthly productivity reports and the following monthly audits: PEPW, Family Planning (FP) Waiver, Cashier, Referral, Registration, FP Unknown, Self-pay checkout and Billing Error Report for both Centers. This position is designated as Key Custodian and the duties of the Key Custodian are so designated DOH and the Palm Beach County Health Department Information Security Policy, Protocols and Procedures (Security Policy 6). This is designated as a managerial position and the position is required to maintain confidential information in accordance with the DOH and PBCHD Information Security Policy, Protocols and Procedures.

This is designated as a managerial position and the position is required to maintain confidential information in accordance with the DOH and PBCHD Information Security Policy, Protocols and Procedures. This position may view, update or release "Confidential" information. This position will have access to the following systems: People First for approving timesheets and recruitment, internet, Intranet In-Stock Inventory System (ISIS) and e-mail, Florida Medicaid Management Information System (FMMIS), Healthcare District Eligibility Look Up (Florida System), Refugee Domestic Health Assessment System, Florida Shots System, Department of Children and Families Access Florida Database (DCF), and Access it....Security Integration System, In-house Requisition System (ISI), MyFlorida Marketplace to create requisitions, Availity to view only for private insurance, PEPW/SOBRA Database (Medicaid Pregnancy) to view, perform monthly audits, run reports and track employee performance, Suntaz to verify client employment wages, AWI a/k/a Connect to view client unemployment benefits.

Incumbent is expected to communicate (by phone and in person) in a courteous and professional manner at all time. This position performs under the direct supervisor of the Health Center Administrator.

Responsible for the supervision of (Senior Clerk) Refugee Clerk and Records Specialist including appraisals, planning and directing their work, approving leave, and having the authority for hiring and taking disciplinary action or effectively recommended such actions. In the absence of Administrative Assistant II with responsibilities for the West Palm Beach Health Center staff; will assist Administrative Assistant I with responsiblity for staffing issues, security and custodial responsibilities to ensure the needs of the Center are met; excluding meetings that require the attendance of both Administrative Assistant II's. This position is responsible for monitoring client data entered by DCS staff and ensures policies and procedures are followed, as per the DCS and Billing Manual. Interacts, on a frequent basis, with subordinates and/or other departments to resolve data entry issues. Responsibilities include the development of administrative policies and procedures, staff support and training plus coordination with outside agencies. Private automobile of incumbent is required for this position. The position may travel to provide services at another satellite cether, work Saturdays and/or a weekly late evening clinic on a rotation basis at the discretion of Administration through the Health Access Office. Access to private automobile is required for use in this position. Expenses for mileage will be reimbursed on a per mileage basis in accordance with the established state mileage.

The incumbent will perform audits and compile reports as needed for ongoing evaluation and improvement of services. The position will be directly involved in appropriate committees and agency compliance requirements. Confidential Data Sets: 1) Clinical Data, 2) Social Security, 3) FIMMIS, 4) HCD Look-up, 5) Florida Shots, 6) Human Resources Data, 7) Refugee Domestic Health Assessment System, 8) MyFlorida Marketplace, 9) Department of Children and Families Access Florida Database (DCF), 10) Access it....Security Integration System, 11) In-Stock Requistion System (ISS), 12. Availity, 13) AWI a/k/a Connect, 14) Suntax and 15) PEPW Database.

Administration: Implements procedures to improve productivity and customer service. Plans and schedules activities to accomplish individual goals and objectives. Implements correction action plans to solve problems. Plans organize and coordinate work assignments. Consults with staff and other agencies to discuss issues, coordinate activities and resolve problems. Prepares reviews and submit reports concerning activities and other items affecting program services. Presents information at staff meetings, in-services to promote services, exchange ideas and accomplish objectives. Responsible for monthly meetings with staff to share information. Assigned as system administrator for Q-Flow Software. Responsible for ensuring the Northeast and Jupiter Health Center is properly staffed for registering clients at all times. Responsible for efficient time management and scheduling of staff in order to accomplish all function and responsibilities. Frequently monitors and document staff performance giving feedback and taking corrective action when necessary. Administers, interprets and explains policies, rules regulations for collecting monies from clients, customers etc. Implement procedure to improve productivity and customer service. Responsible for the completion of requisitions using the MFMP and ISIS system.

Provides daily consultation and assistance to management and staff in the management and operation of DOH policies and procedures. Researches problems and causes for delays in automated billing of Medicaid, Medicare and Health Care District claims. Responsible for developing a corrective action plan to minimize billing errors to a goal of less than 3%. Responsible for completion and analysis of special financial reports required by the Center Medical Director and/or agency. Reports consist of accounting transactions for projects such as HIV, TB, STD, Family Planning, and Refugee. Responsible for ensuring daily cash reports are sent to Finance and Accounting daily.

Health Clinical Management and LIS System: Monitors data entered by DCS Staff and works with them to achieve a 98% accuracy rate. Incumbent will be responsible for conducting quality audits for the Nursing Immunization Clerk on a routine basis to insure compliance with registration procedures. These will be performed no less than once per month and will use the same criteria as DCS Staff.

Immunization Clerk and Referral Clerk - Incumbent will be responsible for conducting quality audits to ensure compliance with registration procedures on a routine basis, not less than once per month on the following staff: Senior Clerk and Records Specialists for immunization under nursing, Senior Clerk and Record Specialist for Referrals under nursing. Will use the same criteria that are used for DCS Registration staff.

Facility: Responsible for oversight of the building to provide that the exterior and interior of the facility is neat and clean at all times. Investigates, assesses analyzes and makes recommendations to resolve issues and problems regarding the building to insure the building is safe. Monitors and reviews maintenance practices for building, parking area, and lawn with Facility Services Manager. Communicate with supervisor and Facility Service Manager to resolve issues regarding the building being up to code as set forth by the State of Florida. Coordinates telephone services, solves problems with Information Technology to insure telephone, telephone equipment and computer equipment is functioning properly at all times. Monitors and reviews the order of facility supplies and maintains inventory control for disbursing facility items such as restroom supplies for cleaning items.

Other duties as assigned and required.

Knowlege, Skills and abilities, including utilization of equpment, required for the position:

Ability to establish and maintain effective working relationships, customer service skills, communicate verbally in a courteous and effective manner.

Ability to collect and organize datea into format for evaluation, decision-making and reporting.

Demonstrate ability and skill in proficiency of Word, Excel, Microsoft Outlook and PowerPoint.

Knowledge of management/supervisory skills.

Knowledge of Health Management System - Clinical Information System.

Knowledge : High School Diploma or GED Certificate or higher is required for this position

Licensure/registration/certification requirements:

Valid Florida Driver's License and access to an automobile.

Other Job-related requirements for this position:

"Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural."

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.

Nearest Major Market: Palm Beach

Nearest Secondary Market: Miami