Requisition No: 830904 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - SES - 64031173

 Pay Plan: SES

Position Number: 64031173 

Salary: $45,014.58 

Posting Closing Date: 07/02/2024 

Total Compensation Estimator Tool

Open Competitive Opportunity 

Specific Responsibilities:

This is an Administrative Assistant II- SES position responsible for implementing, planning, managing or coordinating all operations and activities within the Delray Beach and Annex Centers that relate to fiscal, Custodial and Security. Work is performed under the supervision of the Health Center Administrator-SES. This position is responsible for monitoring client data entered by Direct Clinical Services (DCS) staff and ensure policies and procedures are followed as per the DCS Manual. Requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions. This position spends the majority of the time engaged in supervisory responsibilities. This includes communicating, motivating, training, and evaluating employees in addition to planning and directing employees’ work. The incumbent has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action. The incumbent will also be required to develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensuring proper coverage, and complete timesheets. Manages all support operations to assure the productivity and continuity of Center activities. Functions as part of the Center Management Team. This position is designated as the Key Custodian.

This position is designated as a sensitive position and is required to maintain confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols and Procedures. This position is designated as the Key Custodian for this office as per the DOHP-50-10 Information Security & Privacy Policy. This position may review, update and release information from the Health Management System (HMS) – for reviewing patient medical records including entering and printing data from HMS based on established guidelines and release of information. Has access to additional information and systems such as, Social Security Data and Clinical Information Data. This position may view, update or release information. Electronic Health Record, (E.H.R.) for reviewing patient electronic records, E-Labs and Emdeon.

Responsible for implement procedures to improve productivity and customer service. Plans and schedules activities to accomplish individual goals and objectives. Implements corrective action plans to solve problems and consults with staff and other agencies to discuss issues, organizes, coordinates work assignments, and activities. Assists with data collection to monitor program progress and participates in quality assurance functions. Participates in staff meetings, planning sessions, and in-service(s) as assigned. Assists with orientation of new staff.

Develop and implements Financial Eligibility for the Delray Beach Health Center, Main and Annex buildings. Provides technical support to staff ensuring all self-pay patients are screened for Medicaid and Health Care District medical coverage. Once eligibility is determined ensuring that staff completes appropriate application. Reviews monthly eligibility reports for accuracy.

Administers, interprets and explains policies, rules, regulations and laws due to collecting of money from clients, customers etc. Conducts and reviews with Administrative Assistant I the automated transactions such as charges and payments that affect the patient’s account. Provides daily consultation and assistance to management and staff in regard to the operation of FDOH fiscal policies and procedures. Research 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. Responsible for completion and analysis of special financial reports required by Health Center Administrator and/or agency head. Reporting consists of accounting transactions for projects such as Family Planning, Maternity, HIV, STD, Immunizations, PEPW (SOBRA) and TB. Responsible for ensuring daily cash reports are sent to the Fiscal Office.

Monitors client data entered by DCS staff and works with them to achieve accuracy rate. Interacts, on a frequent basis with subordinates and other departments to resolve data entry issues.

Responsible for management of the Main and Annex building(s) to ensure the exterior and interior of the facility is always clean. Investigates, assesses, analyzes and makes recommendations to resolve issues and problems regarding the building safety. Monitors and reviews maintenance practices, parking areas and lawn with Facility Services Manager. Consults with supervisor and Facility Services Manager to resolve issues regarding to the building being up to code as set forth by the State of Florida. Takes independent corrective action.

Responsible for security of the facility and ensures building is alarmed and locked at the end of each workday. Act as the liaison and representative at County security and emergency meetings. Investigates all incidents during regular work hours and report to appropriate authorities. Responsible for alarms, safe combination and contents. Secures and distributes all financial transactions of payroll, travel check as required.

Support the payment and invoice management for the new purchasing system “Ariba On Demand” (AOD), including but not limited to, tracking all received purchases from MFMP for the health center, indicating all purchases as “received” in the AOD electronic system, certifying that all received purchases are correct, complete and match those ordered against invoices, attesting payment from Finance and Accounting can be released to vendor, and adjusting/reducing encumbrances via AOD.

Work closely with the ACHA liaison to make corrections to ensure patient’s information is updated and accurate.

Serves as the back up in the absence of the Administrative Assistant I, ensuring all medical and office supplies are ordered timely, obtains quotes, input into the system, receives items and acknowledges receipts in the database.

Arranges schedules and prepare routine cleaning of the facility with contract maintenance personnel. Works with contract maintenance supervisor to resolve any problems, which may develop. Arranges for special cleaning of secured areas.

Perform other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Intermediate computer skills and knowledge of programs such as Microsoft Word, Excel, E-mail, and internet.
• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of the methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing, or report writing.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Critical thinking and problem-solving skills.
• Ability to supervise.

Qualifications:

Licensure/registration/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite): N/A

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 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.
• AValid Driver’s License.

Working hours: (A) Daily from 8:00AM to 5:00PM (B) Total hours in workweek 40 (C) Explain any variation in work (split shift, rotation, etc.)

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:

225 S Congress Ave, Delray Beach, FL 33445

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.

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. 

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.