SENIOR CLERICAL SUPERVISOR - SES - 64081075

State of Florida • Ocala, FL

1d • Onsite

About The Position

This individual will be responsible for all supervisory duties including, but not limited to: hiring and selection, developing performance plans, conducting performance appraisals, planning, and directing staff work, auditing reports, approving leave and taking disciplinary action as appropriate for the Interview Clerks, Senior Clerks and OPS staff. Also, responsible for training, motivating, and evaluating subordinates. Will fill in as necessary to keep workflow moving forward in eligibility department and clinics. This position provides supervisory support to front end customer service staff and must be customer oriented and comfortable handling difficult interactions.

Plans workloads, workflow, deadlines, and work objectives with subordinate employees. Motivates employees to improve the quality and quantity of work performed. Communicates on a regular basis with employees both individually and in staff meetings. Reviews and approves time sheets of staff within the required time frame; Reviews EARs of staff, making sure they submit their EARs correctly within the 7-day timeline. Be available and prepared to work in Registration or the clinics as the need arises.

Maintains and updates system to be able to audit eligibilities for conformity with the DOH policies and procedures as per expectations. Helps to implement quality improvement processes and strategic planning. Documents/Creates training/desk manuals for all related duties in eligibility and clerical clinic functions. Maintains reports for the call centers; ensures staff are set up and trained on Smart Call and maintains reports; update and maintain vision boards located in registration; process duplicate chart creations. Prepares annual budget and works with staff on quarterly spending expectations.

Leads and coordinates the required training for eligibility and clinic clerical staff for all functions in their related areas. This includes cross training of the staff to provide adequate coverage during times of need and for clinical efficiencies.

Reviews scheduling for clinics to ensure staff are scheduling properly and adjust appointment availability depending on medical staffing for each clinic.

Acts as the DCF-Blue Zone Access custodian. Grants access to new employees with written supervisor request. Requests staff that are no longer employed with DOH-Marion to be removed within 5 days of last day from the DCF-Blue Zone system.

Serves as Information Security Custodian responsible for assuring data is secured for related staffing areas. Assures compliance with rules and regulations regarding security/confidentiality policy.

Performs other duties as assigned.

Position may be responsible for maintaining and balancing a daily cash drawer if filling in for staff members.

Requirements

• Ability to read, write and communicate effectively with staff and clients.
• Knowledge of supervisory principles and practices
• Ability to supervise and lead people effectively – analyzing how to best use their skills and abilities to the best use of the department.
• Ability to determine work priorities, assign work, and ensure proper completion of work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to analyze and interpret data.
• Ability to prepare reports.
• Ability to hold staff meetings and engage staff with changes/updates/procedures/practices.
• Ability to work independently.
• Ability to work as a team player.
• Ability to analyze problems and make appropriate decisions.
• Ability to do critical thinking. Using logic and analysis to identify the strengths and weaknesses of various approaches to accomplish goals.
• Ability to manage personnel through motivation, development, and direction.
• Knowledge of general office procedures and practices.
• Mathematical skills to accurately compute income levels for clients based on provided information.
• 1+ years of clerical or administrative experience, including supervising or leading clerical staff in a medical setting
• 2+ years of experience working in a medical or dental office, providing face to face service.
• Proficiency with Microsoft 365 ( Outlook, Excel, Word, Teams), scheduling systems, and standard office equipment
• Strong written and verbal communication skills; ability to interact effectively with client, staff and leadership.
• Ability to prioritize tasks, meet deadlines, and manage multiple assignments in a fast paced office setting

Nice To Haves

• Bilingual
• Insurance experience
• Cashier experience
• Eligibility experience ( WIC / DCF/ DOH)
• Budget experience

Responsibilities

• Responsible for all supervisory duties including, but not limited to: hiring and selection, developing performance plans, conducting performance appraisals, planning, and directing staff work, auditing reports, approving leave and taking disciplinary action as appropriate for the Interview Clerks, Senior Clerks and OPS staff.
• Responsible for training, motivating, and evaluating subordinates.
• Fill in as necessary to keep workflow moving forward in eligibility department and clinics.
• Provide supervisory support to front end customer service staff and must be customer oriented and comfortable handling difficult interactions.
• Plans workloads, workflow, deadlines, and work objectives with subordinate employees.
• Motivates employees to improve the quality and quantity of work performed.
• Communicates on a regular basis with employees both individually and in staff meetings.
• Reviews and approves time sheets of staff within the required time frame
• Reviews EARs of staff, making sure they submit their EARs correctly within the 7-day timeline.
• Be available and prepared to work in Registration or the clinics as the need arises.
• Maintains and updates system to be able to audit eligibilities for conformity with the DOH policies and procedures as per expectations.
• Helps to implement quality improvement processes and strategic planning.
• Documents/Creates training/desk manuals for all related duties in eligibility and clerical clinic functions.
• Maintains reports for the call centers; ensures staff are set up and trained on Smart Call and maintains reports; update and maintain vision boards located in registration; process duplicate chart creations.
• Prepares annual budget and works with staff on quarterly spending expectations.
• Leads and coordinates the required training for eligibility and clinic clerical staff for all functions in their related areas.
• Reviews scheduling for clinics to ensure staff are scheduling properly and adjust appointment availability depending on medical staffing for each clinic.
• Acts as the DCF-Blue Zone Access custodian.
• Serves as Information Security Custodian responsible for assuring data is secured for related staffing areas.
• Performs other duties as assigned.
• Position may be responsible for maintaining and balancing a daily cash drawer if filling in for staff members.

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