ADMINISTRATIVE ASSISTANT II - SES - 64049248

State of Florida • LANTANA, FL

21h • $43,354 - $45,238 • Onsite

About The Position

This is an Administrative Assistant II-SES position responsible for implementing, planning, managing or coordinating all operations and activities within the Lantana/Lake Worth Health Center that relate to Fiscal, Custodial and security. This position is responsible for monitoring client data entered by Direct Clinical Services staff and ensure policies and procedures are followed as per the Health Management System Manual. Analyzes internal process, plans or implements agency procedural and policy changes to improved operations. This position functions independently in completing research projects, making decisions and assigning duties. Manages all support operations to assure the productivity and continuity of center activities. Functions as part of the Center Management Team. Work is performed under the supervision of the Community Health Nursing Consultant. This position 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.

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 and Privacy Policy. Confidential Information Data Sets: Social Security Data, Health Management System (HMS), Clinical Information Data. This position may view, update or release information. Accesses Florida Medicaid Management Information System - Health Care District to verify client eligibility. Access to Availity System to verify clients' eligibility. This position requires access to the Florida system to determine the presumptive eligibility of pregnant women for the Sobra Medicaid. Access to My Florida Market Place (MFMP) to creates requisitions for the procurement of the respective Division commodities or needed serves. Has access to the Presumptive Eligibility for Pregnant Women (PEPW) database to track number of clients seen and the status of their eligibility outcome for Medicaid and for Health Care District. Reviews PEPW database reports to research billing denials. Has access to Internet In-Stock Inventory (SIS) for order in house supplies for clinic use. Monitor the Q-Flow system to ensure clinic flow is monitored daily.

Implement procedures to improve productivity and customer service. Plans and schedule activities to accomplish individual goals and objectives implements correction action plans to solve problems. Plans organize and coordinate activities and resolve problems. Prepares, reviews and submits reports concerning activities and other items affecting program services. Presents information at staff meetings, in-service to promote services, exchange ideas, and accomplish objectives. Assist with the orientation of new employees. Responsible for performing monthly audits on their staff and the Health Services Representative under nursing for the Lantana Centering Pregnancy clinic departments as required by the Health Access Clinical Division. Including but not limited to, audits, Monthly productivity reports, PEPW, Family Planning, Family Planning Waiver, Family Planning unknown income report, sell pay checkout report and the Billing error report for Finance and Accounting.

Administers, interprets and explains policies, rules regulations and laws due to collecting of money from clients, customers etc. conducts and reviews with the Administrative Assistant - I the automated transactions such as charges and payments which affect the patient's account. Provides daily consultation and assistance to management and staff in the management and operation of Department of Health fiscal policies and procedures. Research problems and causes for delays in automated billing of Medicaid, Medicare, Health Care District and third-party 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. Reporting consists of accounting transactions for projects such as Family Planning, Maternity, STD, Immunization and SOBRA. Responsible for ensuring daily cash reports are sent to the Fiscal Office.

Provides technical assistance for the Florida system to the PEPW staff and other Administrative Assistants ll. Trains co-workers and troubleshoots issues that arise for all PEPW staff and supervisors. Serve as a liaison between Children and Families in Palm Beach County.

Responsible for management of the building to ensure 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 ensure the building is safe. Monitors and reviews maintenance practices for building, parking area and lawn with Facility Services Manager to resolve issues regarding to the building being up to code as set forth by the State of Florida. Take independent corrective action, monitors, reviews the order of facility supplies and maintains inventory control for disbursing facility items such as restroom supplies or cleaning items.

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

Responsible for supporting the payment and invoice management for the new purchasing system “Ariba On Demand” (AOD), tracking received purchases from MFMP indicating all purchases as “received” in the AOD electronic system, certifying all received purchases are correct, and complete. Match ordered against the invoice, attesting that payment from Finance and Accounting (F/A) can be released to vendor, and adjusting/reducing encumbrances via AOD. These additional duties directly support the F/A department, reduce the likelihood of billing/purchasing errors, and improve the timeliness of accounts payables.

Perform other duties as assigned.

Requirements

• 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 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.
• Ability to supervise others.
• 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.
• Valid Driver’s License.
• Travel throughout Palm Beach County is required.
• The incumbent in this position may be required to use vehicles owned, leased, or operated by the state or county to conduct official state business.
• All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English.
• 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.
• The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system.
• Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

Responsibilities

• Implementing, planning, managing or coordinating all operations and activities within the Lantana/Lake Worth Health Center that relate to Fiscal, Custodial and security.
• Monitoring client data entered by Direct Clinical Services staff and ensure policies and procedures are followed as per the Health Management System Manual.
• Analyzing internal process, planning or implementing agency procedural and policy changes to improved operations.
• Completing research projects, making decisions and assigning duties.
• Managing all support operations to assure the productivity and continuity of center activities.
• Communicating, motivating, training, and evaluating employees in addition to planning and directing employees’ work.
• Developing performance expectations, meeting with staff regularly to discuss performance, completing performance reviews, maintaining vacation and work schedules, ensuring proper coverage, and completing timesheets.
• Maintaining confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols and Procedures.
• Viewing, updating or releasing information.
• Accessing Florida Medicaid Management Information System - Health Care District to verify client eligibility.
• Accessing Availity System to verify clients' eligibility.
• Accessing the Florida system to determine the presumptive eligibility of pregnant women for the Sobra Medicaid.
• Accessing My Florida Market Place (MFMP) to create requisitions for the procurement of the respective Division commodities or needed serves.
• Tracking number of clients seen and the status of their eligibility outcome for Medicaid and for Health Care District using the Presumptive Eligibility for Pregnant Women (PEPW) database.
• Reviewing PEPW database reports to research billing denials.
• Accessing Internet In-Stock Inventory (SIS) for ordering in-house supplies for clinic use.
• Monitoring the Q-Flow system to ensure clinic flow is monitored daily.
• Implementing procedures to improve productivity and customer service.
• Planning and scheduling activities to accomplish individual goals and objectives.
• Implementing correction action plans to solve problems.
• Planning, organizing and coordinating activities and resolving problems.
• Preparing, reviewing and submitting reports concerning activities and other items affecting program services.
• Presenting information at staff meetings, in-service to promote services, exchange ideas, and accomplish objectives.
• Assisting with the orientation of new employees.
• Performing monthly audits on their staff and the Health Services Representative under nursing for the Lantana Centering Pregnancy clinic departments as required by the Health Access Clinical Division.
• Administering, interpreting and explaining policies, rules regulations and laws due to collecting of money from clients, customers etc.
• Conducting and reviewing with the Administrative Assistant - I the automated transactions such as charges and payments which affect the patient's account.
• Providing daily consultation and assistance to management and staff in the management and operation of Department of Health fiscal policies and procedures.
• Researching problems and causes for delays in automated billing of Medicaid, Medicare, Health Care District and third-party claims.
• Developing a corrective action plan to minimize billing errors.
• Completing and analyzing special financial reports required by Health Center Administrator and/or agency.
• Ensuring daily cash reports are sent to the Fiscal Office.
• Providing technical assistance for the Florida system to the PEPW staff and other Administrative Assistants ll.
• Training co-workers and troubleshooting issues that arise for all PEPW staff and supervisors.
• Serving as a liaison between Children and Families in Palm Beach County.
• Managing the building to ensure the exterior and interior of the facility is neat and clean at all times.
• Investigating, assessing, analyzing and making recommendations to resolve issues and problems regarding the building to ensure the building is safe.
• Monitoring and reviewing maintenance practices for building, parking area and lawn with Facility Services Manager to resolve issues regarding to the building being up to code as set forth by the State of Florida.
• Taking independent corrective action, monitoring, reviewing the order of facility supplies and maintaining inventory control for disbursing facility items such as restroom supplies or cleaning items.
• Ensuring the facility is alarmed and locked at the end of each work day.
• Serving as liaison and representative at County security and emergency meetings.
• Investigating all incidents during regular work hours and reporting to appropriate authorities.
• Securing and distributing all financial transactions payroll, travel check as required.
• Supporting the payment and invoice management for the new purchasing system “Ariba On Demand” (AOD).
• Tracking received purchases from MFMP indicating all purchases as “received” in the AOD electronic system.
• Certifying all received purchases are correct, and complete.
• Matching ordered against the invoice, attesting that payment from Finance and Accounting (F/A) can be released to vendor, and adjusting/reducing encumbrances via AOD.
• Performing other duties as assigned.

Benefits

• 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
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed