SENIOR CLERICAL SUPERVISOR - SES - 64036855

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SENIOR CLERICAL SUPERVISOR - SES 

This position oversees clerical and health support aide staff in the

School Health unit.

Your Specific Responsibilities:

1. Supervisory duties
   1. Plans, directs and organizes the work of assigned clerical and Other Personal Services (OPS) screening staff to conduct health record reviews, track immunization compliance, assist in immunization and flu clinics and scoliosis screenings, provide growth, and vision screenings, and related duties in the School Health office.
   2. Examines procedures and recommends and implements changes to improve quality and efficiency.
   3. Completes annual performance evaluations, including 6-month review, for all direct reports.
   4. Completes position descriptions every three years for all direct reports.
   5. Evaluates staff based on established criteria by observing their performance and work product in various settings and meets regularly to ensure that established criteria are met.
   6. Supervises the compilation of data/preparation/distribution of the Annual School Health Services Report, The Annual Immunization Compliance Report, and forms/flyers utilized by the section.
   7. Coordinates mandatory Department of Health (DOH)-Sarasota orientation and training for clerical staff.  Ensures that all new employees, clerical and non-clerical, receive needed keys, security codes, supplies and program information.
   8. Coordinates computer access with the school board and DOH-Sarasota Information Technology (IT) departments and trains or arranges for training of employees in related computer programs.
   9. Communicates program information to staff; discusses issues and problem-solves with staff on a regular basis, individually and as a group.
   10. Interviews, selects, and discharges employees or effectively recommends such actions.
   11. Verifies completeness and accuracy of subordinates' work.
2. Acts as vision and growth screening coordinator for all schools in the county in accordance with state guidelines and the local School Health Services Plan to ensure students in targeted grades receive vision and growth screenings, referrals, and follow-up.
   1. Develops and updates screening procedures, letters and forms as needed.
   2. Performs regular audits of screening documentation processes.
   3. Ensures screening results data entry and oversees the referral and outcome processes.
   4. Assists Nursing Program Specialist (NPS) with private school screening training annually.  Contacts schools to determine interest, updates related letters and forms and assists NPS with training.
3. Performs varied clerical duties according to established clerical procedures and supervisor’s instructions.
   1. Independently composes and/or type various correspondences including but not limited to memoranda, letters, and periodic reports. 
   2. Provides for revisions/updates of various letters, forms, flyers, procedures, reports, and manuals used by the section. 
   3. Organizes and maintains records, computer files, filing systems, and inventories.
   4. Ensures maintenance of inventory lists for screening equipment, phones, computers, printers, etc.
   5. Acts as secretary for the monthly Nurse/Team meetings, taking and distributing minutes.
   6. Ensures Input of Sarasota County Schools health services coding into HMS monthly for use in annual report.
   7. Oversight of purchasing and travel reimbursement procedures
4. Supervises and coordinates all activities related to the Student Information System on the clinic component of Sarasota County School’s web-based computer system.
   1. Works closely with the Information Technology (IT) Department of both Sarasota County Schools and DOH-Sarasota to ensure information entered into the computer system is able to be accessed for reports required by Florida DOH.
   2. Regularly reviews records entered into the computer system by Health Room Aides & Registered Nurses (RN) for completeness and accuracy.
   3. Reports to Health Room Aides and RNs any discrepancies she notes in their documentation in the computer system.
5. Maintains Electronic systems for School Health
   1. Responsible for updates, additions and deletions of School Health Manual
   2. Updates School Health Website
   3. Update RN SharePoint site
6. Assists supervisor with coordination of budget and annual business and school health services planning processes.
   1. Provides reports and statistics.
   2. Monitors Sexual Risk Avoidance Grant
      1. Monitor finances and track purchases
      2. Run monthly time and grant finances for monthly reporting
      3. Track incentive items
      4. Assist in grant renewal material
7. Performs other related duties as assigned per supervisor’s instructions.
   1. Participates in Management Team Meetings.
   2. Acts as Section Safety Officer

Required Knowledge, Skills, and Abilities:

• Ability to independently prepare written materials
• Ability to organize workload and meet deadlines
• Ability to effectively communicate with staff and the public
• Ability to interact appropriately with others and to maintain effective working relationships
• Ability to adjust to changes in the work environment and responsibilities
• Ability to operate various office machines and equipment such as computers, copiers, fax machines, etc.
• Ability to plan and direct the work of others
• Knowledge of Microsoft Office Suite

Qualifications:

Minimum – 

• Proficiency with Microsoft Office products

Preferred – 

• Supervisory experience
• Experience working with budgets and grants
• Experience and knowledge of childhood immunizations 

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:

The Landings

1960 Landings Boulevard

Sarasota, FL 34231

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.

Total Compensation Estimator Tool: https://compcalculator.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.    

If there are any problems applying online, please call People First Staffing Administration: (877) 562-7287.

Service Center hours are Monday through Friday, 8:00 a.m. to 6:00 p.m., ET. TTY users, call (866) 221-0268.

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.