ADMINISTRATIVE ASSISTANT III - SES - 64029725

State of Florida • CHIPLEY, FL

5d • Onsite

About The Position

This is a highly responsible position which serves as the personal administrative assistant to the DOH Administrator in the coordination of administrative tasks and/or assignments for DOH-Washington. Tasks include assisting with correspondence, personnel issues, reports, telephone calls and messages, and other administrator tasks which are complex in nature and very broad in objective with integration of diverse functions. Represents the Administrator in matters as directed. Carries out assignments given by the Administrator. Performs special assignments, research and report preparation as directed by the Administrator. Work involves the performance of administrative and personnel activities which involve independently planning administrative objectives and priorities. Work also involves the independent formulation, analysis, and recommendation of changes in policies, rules and regulations, policies, and procedures for the CHD. This position works under the direct supervision of the DOH Administrator.

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 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.
• Valid Driver’s License.
• High school diploma or equivalent

Nice To Haves

• one or more years working in a medical office setting with purchasing and medical billing experience

Responsibilities

• Directs the personnel function of the CHD by serving as Personnel Liaison for DOH-Washington. Duties include initiating recruitment of new employees by preparing classification packets, scheduling interviews, preparing applicant packets for interview team. Schedules new hires for LiveScan fingerprinting, drug screening for sensitive positions and ensures that the E-Verify process is completed in a timely manner. Submits employment packages to DOH Human Resource Management. Monitors personnel actions related to payroll or fiscal code changes. Maintains local personnel files according to DOH Human Resource Management guidelines. Serves as a resource to supervisors/managers in preparing performance standards and rating schedules and in all personnel matters which involve their staff. Ensure all newly hired staff complete all mandatory DOH training as well as coordinate annual training for all staff. Works with insurance representatives in scheduling times for employees to explore available insurance opportunities. Works closely with Labor Relations and supervisors/managers in completing and submitting necessary FMLA/FSWP paperwork for eligible employees and monitors employees’ time used. Serves as a resource and liaison for personnel matters for employees of DOH-Washington.
• Serves as timekeeper for DOH-Washington by working with supervisors regarding submission of time sheets and leave without pay for all DOH staff. Monitors missing time sheet and administrative leave reports received from DOH Human Resource Management by making sure time is recorded correctly and submitted to the payroll technician.
• Serves as Chief Deputy Registrar for all vital statistics for the county. Supervises activities of Deputy Registrars. Serves as a liaison between local funeral directors, sub registrars, medical examiner, and the vital statistics office. Supervises processing and maintenance of files on all vital statistics records. Responsible for safeguarding all vital statistics records and equipment. Timely and accurately files death and birth records, submitting to Jacksonville daily. Strives for 100% of vital statistics scoreboard. Enforces and safeguards rule and regulations governing vital records, complying with Florida Statues, and F.A.C. Assures that certified paper is secured and accounted for daily. Reviews files pertaining to vital statistics operations daily. Screens and copies death certificates as received and maintains a file of all deaths occurring in Washington County. Contacts funeral homes/medical examiner and documents finding according to CDR manual if death certificate is not received timely. Checks daily activities for accuracy.
• Serves as contact for Sonitrol system.
• Serves as back-up in preparing mail-in log and distribution of mail.
• Serves as back-up in audits and sending state vehicle logs by e-mail or regular mail to Tallahassee by the 10th of the month.
• Serves as local Service and Time Liaison Contact and participates in quarterly conference calls and ensures staff are informed of changes in coding issues.
• Serves as local EEO Coordinator and follows guidelines and enforces safeguards rules and regulations according to DOH policy.
• Serves as local Information & Security and Privacy Coordinator with responsibilities designated in DOHP 50-10-16. Participate in monthly conference calls and notify staff of any changes. Ensure staff complete annual training as required.
• Serves as primary Information Custodian for Personnel Records and Vital Statistics and back-up Information Custodian for Medical Records, Fax machine in clinic, Administration, and Computer Security. Assigned responsibility for maintaining information in accordance with state federal statutes, rules, and regulations and DOH policies.
• Serve as TRAIN administrator by insuring all current and new employees register and complete all mandatory training through TRAIN. This also includes monitoring employees’ completion of trainings, listening to workforce development calls, and updating staff on changes.
• Serves as back up to system administrator, key custodian, manages changes and updates with switchboard/telephone functions and assists front office as needed.
• Files IG and Incident reports.
• Compiles all data from customer satisfaction surveys and provided monthly survey results to staff.
• Maintains the policy and procedure spreadsheet by working with the Administrator, Director of Nursing, OMC Manager, and other Program Managers.
• Serves as back-up records management liaison officer assuring record dispositions are done timely and correct.
• Prepares check from cash transmittal on a weekly basis acquiring designated signatures. Back-up for e-mailing credit card codes and amounts to Tallahassee for processing. Back-up for posting amounts to cash transmittal. Maintains petty cash fund monies, issuing cash to pay vouchers and requests reimbursements from fiscal office in Tallahassee prior to depletion of funds. Verifies petty cash checks when received, discrepancies will be research and correction requested.
• Liaison between DOH-Washington and Washington County Commissioner's office for all maintenance. Coordinates any maintenance or equipment replacement on any items that will incur expenses to DOH-Washington including air conditioning and building maintenance outside of contractual relationships. Property Custodian Delegate for Washington CHD inventory.
• Serves as primary Cell Phone Manager.
• Will assist with end-of-the-day reports and fiscal reports in the absence of the Business Manager as directed by the Administrator.
• Performs other duties and responsibilities as assigned by the Administrator.

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: High school or GED