OPS ADMINISTRATIVE ASSISTANT I - 64941462

State of Florida • BRADENTON, FL

6d • Onsite

About The Position

The incumbent supports the Florida Department of Health in Manatee County (DOH‑Manatee) in its mission to protect, promote, and improve the health of all Floridians through integrated state, county, and community efforts. The incumbent is expected to demonstrate the agency values of Innovation, Collaboration, Accountability, Responsiveness, and Excellence in all work duties. This position is cross‑trained to provide support across multiple DOH‑Manatee divisions.

Requirements

• Customer service skills
• Proficient in utilizing computer technology.
• Knowledge of administrative tasks
• Knowledge of basic medical terminology.
• Knowledge of correct grammar usage and spelling.
• Knowledge of basic arithmetic.
• Knowledge of clerical procedures and general office practices.
• Skill with accurate data entry.
• Skill in applying instructions to accomplish different job functions or in operating machines for a variety of different purposes.
• Skill with client relations, particularly with proper telephone etiquette.
• Ability to speak multiple languages (i.e. Haitian Creole, Spanish etc.)
• Ability to use logic and analysis to identify the strengths and weaknesses of different approaches
• Ability to efficiently and effectively plan, prioritize and organize work activities.
• Ability to review data for accuracy and completeness.
• Ability to exercise good judgment in determining when to notify supervisor or team leader of an atypical situation.
• Ability to work respectfully and in a culturally sensitive manner with clients, co-workers and the public.
• Ability to follow instructions.
• Ability to communicate clearly and effectively.
• Ability to establish and maintain effective work relationships with others.
• Must be computer literate.
• Able to creatively solve problems.
• Ability to use judgment and decision making
• Ability to communicate effectively with others in writing as indicated by the needs of the audience
• 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.

Responsibilities

• Receive, screen, and route incoming telephone calls to appropriate staff, offices, or external agencies.
• Support with scheduling appointments as needed
• Provide accurate information regarding available services and follow established communication scripts when applicable.
• Identify client needs, clarify questions, research issues, and offer appropriate solutions or alternatives.
• Contact clients to provide appointment reminders and follow-up as needed
• Document client interactions and actions taken in HMS, when applicable.
• Escalate complex or urgent issues to supervisors in a timely manner.
• Manage and forward customer complaints to the appropriate unit for resolution.
• Provide general service and program information to callers.
• Complete required EARs/DARs, timesheets, and annual trainings within established timeframes.
• Greet and assist clients and visitors at Window A, ensuring a professional, welcoming, and efficient experience.
• Schedule and confirm appointments for clinic services; conduct reminder calls as needed.
• Provide information to clients, visitors, and the public about available clinic and agency services.
• Ensure all clients are properly registered in HMS and Florida SHOTS prior to receiving services.
• Retrieve immunization records from Florida SHOTS and enter data accurately.
• Follow paperless data-entry procedures and maintain accurate client demographic information in HMS and Florida SHOTS.
• Order, maintain, and track clinic forms and office supplies to support clinic operations.
• Utilize the Lobby Management System (LMS) according to established protocols.
• Provide clerical support for Clinic Services and the Fiscal Division for routine tasks and special projects.
• Serve as a floater interpreter for clinic operations as requested.
• Assist with Quality Assurance reviews to support compliance and continuous improvement.
• Participate in team meetings, general staff meetings, individual conferences, and professional development trainings.
• Deliver high-quality customer service, including de-escalation, issue resolution, and administration of client satisfaction surveys with consistent high offer rates.
• Provide support for eligibility and intake functions, including insurance verification, call center coverage, and cashier assistance.
• Perform additional related duties as assigned to support program and agency needs.
• Fulfill emergency duty assignments. The incumbent may be required to work beyond normal hours or days during public health emergencies at the special needs shelter.

Benefits

• State of Florida 401(a) FICA Alternative Plan (mandatory)
• Participation in state group insurance (upon meeting eligibility requirements. Consult with People First and/or the serving HR office)
• Workers’ Compensation (mandatory, if needed)
• Reemployment Assistance (Unemployment Compensation) (mandatory, if needed)
• Deferred Compensation (voluntary)
• Employee Assistance Program (voluntary)

What This Job Offers

• Career Level: Entry Level
• Education Level: No Education Listed