ADMINISTRATIVE ASSISTANT II - 64049828

 Pay Plan: [[custSubGroup]]

Total Compensation Estimator Tool

ADMINISTRATIVE ASSISTANT II 

Job posting category : Open Competitive

This position is currently in the process to reflect the following

Your Specific Responsibilities:

The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Monroe County in its mission to protect, promote and improve the health of all people in Florida through integrated state, county and community efforts and its vision to be the Healthiest State in the Nation.  Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.

This position provides general clerical duties for the clinic, including front desk operations requiring a high level of independent decision making, and adherence to HIPAA guidelines while providing excellent customer service.  The position is responsible for the maintenance and updating of all FDOH – Monroe clinical appointments, client registration, and general clerical cashiering processes. The incumbent must be knowledgeable of all services offered by FDOH – Monroe, and have knowledge of all clinical procedures, as well as departmental procedures and State laws and regulations.  General responsibilities include answering the telephone; directing the public to appropriate resources; client registration; client check-in; making appointments; client check-out; systematically verifying a Super Bill (CIS) for each client that checks in/out; entering client data, information, and services into the Health Management System (HMS), and Florida Shots; performing financial screening; determining Ryan White client eligibility and monitoring their financial obligations, pulling and filing client records; handling cash and client charges.  This position functions as the clerical liaison with medical staff in serving clients in the most efficient manner possible.  This position may assist with follow-up and scheduling for 2-year-old immunizations. This position receives and processes incoming and outgoing mail for the health department.  This position functions as a backup to vital statistics and coordinated the department’s swim voucher program.

Duties and Responsibilities:

• Performs various functions in the Health Management System (HMS), and Florida Shots including but not limited to fee collections; recording of clinical service codes in HMS within the same calendar day of service provision; client registration; client check-in; client check-out; entering client demographic and financial data; performing financial screening; making initial and follow-up appointments; calling to remind of scheduled appointments and rescheduling all appointments as necessary.

• Collects all client payments, including full fees, sliding fees and co-pays for all clinical clients (STD, HIV, Family Planning, Immunization, Refugee Health, TB, Adult Health, etc.).  Record all other encounters for Medicaid/Medicare and Private insurance within 7 days of receipt of service.  Records Super Bill (CIS) services and billing for all community-based pods within 7 days from receipt of services (Vaccine “POD’s”, Community Outreach, etc.)  Maintain change fund for providing change to clients as necessary.

• Prepares new electronic medical records in HMS, and updates existing records. Enters, scans, and verifies data accurately and efficiently from hard-copy documents to a computer system (HMS), and Florida Shots. Responsible for client registration and check-in, as well as possessing a thorough understanding of eligibility criteria, billing processes and the fee schedule(s).  Obtains client signatures for consents and privacy notices. Provides electronic file maintenance by sorting documents, scanning, and filing in appropriate electronic medical records. 

• Works independently at the front desk answering telephones in a timely, courteous, and professional manner for scheduling, verifying, cancelling, and rescheduling all client appointments.  Screens and directs incoming calls and messages to the appropriate party according to office policy and directing the public to appropriate resources. Updates client demographics in Health Management System (HMS) and complete/compile accurate documentation for client clinical visits. Processes incoming and outgoing for the health department.
• Serves as back-up for Vital Statistics in Monroe County covering lunch breaks and time off for Vital Statistics. Assists the public with over-the-counter orders and inquiries for both birth and death certificates. Assumes responsibility for the use of safety paper while covering the department. Maintains and updates competencies as needed with regards to the Vital Statistics department.

• Serves as the mail custodian.  Collects mail/checks and properly logs them and disburses them to staff. 

• Serves as coordinator of the FDOH-Monroe Swim Voucher program. Processing applications, invoices and managing the blanket purchase order for the program.
• Attends and participates in Quality Improvement Activities, In-Service programs, and staff meetings. Successfully completes annual DOH mandatory trainings as well as other assigned trainings within the specified timeframes.

• Performs other duties as assigned which may include providing back up duties for other clerical positions based on agency need at any clinic location.  Helps with immunization “PODS” and occasional coverage at other FDOH – Monroe clinical sites. Scans and maintains electronic and paper filing systems, as applicable.

Required Knowledge, Skills, and Abilities:

• Ability to lift and maneuver boxes

• Knowledge of the principles and techniques of effective communication
• Knowledge of office procedures and practices
• Knowledge of filing, typing, entering data, maintaining records and using/completing forms
• Knowledge of Vital Statistics policies, regulations and processes.
• Ability to work with diverse individuals
• Ability to collect and compile information
• Ability to complete a task or work assignments with little or no guidance
• Ability to interpret policies and procedures
• Ability to resolve issues independently
• Ability to work well with others
• Ability to prepare written material without assistance
• Ability to interview individuals
• Knowledge of Insurance verification and systems such as Medicaid, Medicare, private insurance and billing Insurance
• Ability to organize prioritize and meet deadlines

Qualifications:

Minimum - 

• Must have a Valid Florida Driver’s License

Other job-related requirements for this position:

Emergency Duty: 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. 

Confidentiality: Incumbent may have access to records containing Social Security numbers in the performance of their job duties.

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:

Key West, FL

The 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:

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions

(For more information, please click www.myfrs.com);

• Flexible Spending Accounts;
• Tuition waivers;
• 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: http://www.sss.gov 

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.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.  

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 (1-877-562-7287). 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.    

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.