OPS ADMINISTRATIVE SECRETARY - 64916018 - STATE OF FLORIDA : Job Details

Requisition No: 840735

Agency: Department of Health

Working Title: OPS ADMINISTRATIVE SECRETARY - 64916018

Pay Plan: Temp

Position Number: 64916018

Salary: $21.00

Posting Closing Date: 11/15/2024

Total Compensation Estimator Tool

* Open Competitive Job Opportunity*

Your Specific Duties and Responsibilities:

Come Join DOH-Team Duval! If you are looking to establish an exciting and successful career in Public Health, you have come to the right place. Many of our innovative and successful health programs are recognized throughout Florida.

As an Administrative Secretary you will be responsible for but not limited to:

* The responsibility of this position is to provide advanced administrative secretarial work that includes duties of an administrative nature.

* Receives, inputs prenatal risk screens (RAI) daily, an average of 35 per day, timely, within the 5-day contractual requirement and inputs referrals into Well Family System (WFS), review incoming and transfer cases in WFS.

* Assist with receiving, reviewing, date stamping and distributing incoming mail to appropriate programs, and batches outgoing mail to other FL DOH counties Healthy Start Programs.

* Research provider inquires and provide feedback.

* Processes prenatal risk screens, community referrals, incoming and outgoing mail

* Assists with researching Medicaid ID numbers and adding into the Well Family System (WFS) case file to ensure claims are paid timely by HSMN.

* Assist staff with travel submission.

* Processes prenatal risk screens, community referrals, incoming and outgoing mail.

* Completes case assignments with in first 2 hours of work, notates case assignment in notes, maintain, link, document birth outcomes, and distribute cases to the assigned Care Coordinators (CC). Notifies CC via email regarding newly assigned cases.

* Assist with calling clients when case managers are out of the office and notates this in WFS under attempts.

* Screens incoming calls to determine specific needs, disseminates information and properly directs and/or refers callers for service.

* Process letters, scanning, uploading into the WFS, and send letters out by US mail.

* Completes monthly reports, spreadsheets, and other reports as required by the state and local Healthy Start mandates.

* Assists with implementation and development of new procedures and enters appropriate data into the HMS computer system.

* Provides support to program manager, supervisors, and care coordinators (CC) to include, calls, mail, travel scanning, copying as needed. Maintains adequate copies of all required forms for client enrollments.

* Maintain inventory and ordering of supplies, tracks office supplies, client incentives, maintains tracking logs as required by the DOH guidelines.

* Provides back up for other administrative staff in their absence.

* Perform emergency preparedness and/or public health safety duties as necessary.

* Ensures accurate and timely submission of Employee Leave and Attendance Records, Employee Activity Records (EAR's). Attends all staff meetings, take minutes, completes all required trainings.

* Prepare, proofreads, edits, and/or routes correspondence to internal and external partners, as well as other entities with accuracy and promptness. This will include journal articles, publications, and spreadsheets.

* Assist with interviews to include, preparing packets and scheduling interviews and other meetings.

* Maintains a courteous and cooperative working relationship with clients, the community, and other internal and external customers. Participate in quality improvement activities.

* Perform other job-related duties as assigned.

Required Knowledge, Skills, and Abilities:

* Knowledge of administrative and clerical procedures and systems

* Ability to monitor, order, track, inventory, and supplies

* Prepare travel reimbursement requests

* Ability to work in electronic medical records

* Ability to communicate effectively orally and in writing

* Ability to organize and plan work

* Assist with scheduling and confirming for appointments for case managers

* Ability to establish and maintain effective working relationships

* Ability to provide excellent customer service

* Ability to manage time effectively and multitask

* Proficient in Outlook and Excel to include the ability to create excel reports

* Handles correspondences, telephone, and email communications

Qualifications:

Minimum:

* High school education or equivalent required

* Three years of office experience, to include excel experience working as a secretary, administrative assistant, or similar position in an office or setting

* Three years of working with electronic medical records

Preferred

* Bachelor's degree or higher from an accredited college or university

Florida Department of Health Mission, Vision, and Values:

Mission:

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision:

To be the Healthiest State in the Nation.

Values:

I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

Florida Department of Health in Duval County

921 N. Davis Street, Building A

Jacksonville, Florida

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. As an OPS employee, the benefits below are available:

* State of Florida 401(a) FICA Alternative Plan (mandatory)

* Participation in state group insurance (upon meeting eligibility requirements. Consult with People First and/or the serving HR office)

* Workers' Compensation (mandatory, if needed)

* Reemployment Assistance (Unemployment Compensation) (mandatory, if needed)

* Deferred Compensation (voluntary)

* Employee Assistance Program (voluntary)

* And more!

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.

Please be advised:

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.

This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions.

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 Exemption from the SSS. For more information, please visit the SSS website:

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.

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

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-###-####). 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.

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 (department) 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 Department's 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.

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-###-####). 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.

Location:

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