ADMINISTRATIVE SECRETARY - 64030006

State of Florida • Jacksonville Beach, FL

7d • $41,000 - $45,000 • Onsite

About The Position

Join Team Duval. At DOH-Duval, we work every day to protect, promote, and improve the health of our community. Join a team that values innovation, collaboration, and public service. Our programs are recognized across Florida for their impact and effectiveness, and we are looking for dedicated professionals who want to make a real difference. If you are passionate about creating healthier communities, your future starts here. The responsibility of this position is to provide advanced administrative secretarial work that includes duties of an administrative nature. This involves the incumbent in this position to have responsibility for facilitating the operation Of the Healthy Start Program. Work is to be performed under the supervision Of the Registered Nurse Consultant.

Requirements

• Knowledge of administrative and clerical procedures and systems
• Ability to monitor, order, track, inventory, and supplies
• Prepare travel reimbursement requests
• Ability to work in electronic medical records
• Ability to communicate effectively orally and in writing
• Ability to organize and plan work
• Assist With scheduling and confirming appointments for case managers
• Ability to establish and maintain effective working relationships
• Ability to provide excellent customer service
• Ability to manage time effectively and multitask
• Proficient in Outlook and Excel to include the ability to create excel reports
• Handles correspondences, telephone. and email communication
• High School Graduate or equivalent.
• Must have at least 2 years of experience working as a secretary, administrative assistant, or similar position in an office setting.
• Must have at least 2 years of experience working in Electronic Medical Records.
• Must have at least 2 years of Excel experience that includes creating monthly reports, spreadsheets, and/or data reports.

Nice To Haves

• Associate’s degree or higher

Responsibilities

• Triages and inputs prenatal risk screens (RAI) into the Management System (HMS) daily, at an average of 20 per day, within the 5-day contractual requirement, Reviews incoming and transfer cases in the Well Family System (WFS). Updates processes and procedures Of the Healthy Start program.
• Receives, reviews, date-stamps, and distributes incoming mail to appropriate programs. Batches outgoing mail to other FL DOH counties' Healthy Start Programs.
• Researches provider inquires and provides feedback, Screens incoming calls to determine specific needs. disseminate information, and properly direct and/or refer callers for service.
• Scans and uploads documents into WFS. Completes monthly spreadsheets and other reports as required by the State and local Healthy Start mandates. provides critical administrative support to care coordinators and management team.
• Completes case assignments within the first 2 hours of work and notates case assignment in WFS notes section. Maintains, links, and documents birth outcomes. Distribute cases to assigned Care Coordinators (CCs) and notifies CCs of newly assigned cases via email.
• Retrieves letters from CCs to be processed, printed, scanned, uploaded, and/or mailed as needed. Maintains adequate copies Of all required forms to include engagement packets, ASQS, and Other mandated screening forms.
• Purges client records and prepares records for destruction or archiving, in accordance with applicable agency policies. procedures, and guidelines. Maintains inventory and tracking of client incentives and office supplies.
• Orders client incentives and office supplies through SAP Ariba or Other ordering systems as needed. Assists Community Health Programs (CAP) with composing and/or modifying existing purchase requisitions in Ariba during other administrative staff absence.
• Completes Maintains incentive tracking logs as required by the DOH guidelines. Contacts Healthy Start clients on behalf Of CCs on leave.
• Assists With interviews to include preparing packets, scheduling candidates. and completing reference checks. Schedules for other meetings as needed.
• Performs emergency preparedness and/or public health safety duties as necessary. Ensures accurate and timely submission Of Employee Leave and Attendance Records and Employee Activity Records (EARS).
• Prepares, proofreads, edits. and/or routes correspondences to internal and external partners, as well as other entities. with accuracy and promptness. This includes journal articles, publications, and spreadsheets.
• Maintains a courteous and cooperative working relationship with clients. the community, and other internal and external customers. participates in quality improvement activities.
• Attends in-services, all staff meetings, seminars, workshops and completes all required mandatory trainings in TRAIN and other systems as specified by the agency. as well as job-related trainings required by Healthy Start.
• Performs all other assigned duties as required.

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