SENIOR CLERK - 64031213

State of Florida • CLEWISTON, FL

6d • Hybrid

About The Position

The Senior Clerk is responsible for general clerical and cashiering, and reception, at Hendry & Glades Counties Health Department (CHD). This position will float between LaBelle, Clewiston & Moore Haven as needed. Provides electronic file maintenance for Department of Health in Hendry & Glades Counties by sorting, scanning and filing documents in appropriate electronic Medical. This position is responsible for ensuring that confidential information and documents are secured and that departmental functions as it relates to privacy are accomplished in accordance with State and local policies and procedures. The position also provides back-up duties for other clerical positions. Providing clerical back up duties include working at the Hendry CHD Labelle location and the Glades CHD in Moore Haven as required. Position reports directly to the Operations & MGMT Consultant I – SES and is headquartered at the CHD in LaBelle.
Works independently at the front desk answering phones, directing incoming calls and messages to the appropriate party according to office policy. Greets clients and visitors in a prompt and pleasant manner, determines their needs and responds accordingly. Acts as an interpreter when needed. Cashiers’ client services from super bill, collecting past due fees for services, reviewing client balance through the Health Management System (HMS) billing function. Identifies method of payment for service received (cash, bill to Medicaid, Medicare, Private Insurance, or other third-party payment sources). Provides the following clerical support: 1) manage and routes e-mails; 2) handles incoming calls when forwarded to the Front Desk; 3) assists in organizing and arranging meetings, prepares agendas and minutes for same. Attends and participates in Quality Improvement Activities, In-service programs and staff meetings. Successfully completes annual DOH mandatory training as well as other assigned training courses within the specified timeframes.
Assists in preparing medical files for storage or archiving on an annual basis. Keys, scans and/or verifies alpha-numeric data accurately and efficiently from hard-copy documents to a computer system. Copies, scans, sorts and files medical documents using the appropriate equipment. Participates in processing the closure of inactive medical records. Ensures upon cashiering that updates are accurate in HMS. The incumbent may be required to lift and maneuver boxes of records. Ensures that all hard copies are scanned and uploaded in HMS as applicable. Assists Senior Clerk and Supervisor in researching client records and documents.
Supports Cashier in their responsibility for the maintenance, retrieval, and filing of confidential medical records. Assists Cashier in ensuring that all lab and medical information is also filed timely in medical records. Assists in processing medical record releases, reviewing for completeness prior to the release of confidential information. Handles all requests for record copies in a timely manner. Assists in the responsibility for inventory control of state and local forms.
Acts as back up to Cashier in assisting professional staff coordinate schedule for clinics as necessary, including Family Planning, Maternity and working with the Ryan White Program. Functions as the clerical liaison with medical staff in serving clients.
Performs other related duties as assigned, including assisting with incoming and outgoing mail, and the courier bag Serves as a backup to process outgoing and incoming US mail and packages, processes deliveries to the correct department. Report all problems immediately using the chain of commands.

Requirements

• Experience in handling cash payments and balancing a cash drawer.
• High school diploma or an equivalent GED.
• Fluent in both English and Spanish (verbal & written).
• Knowledge of the principles and techniques of effective communication.
• Knowledge of office procedures and practices.
• Knowledge of filing, typing, entering data, maintaining records, and using/completing forms.
• Skill in using equipment and supplies related to the position.
• Arithmetic/Mathematical reasoning (performs computations such as addition, subtraction, multiplication, and division correctly).
• Cognitive Reasoning: Discovers or selects rules, principles, or relationships between facts and other information.
• Conflict Management: Identifies and takes steps to prevent potential situations that could result in unpleasant confrontations. Manages and resolves conflicts and disagreements in a positive and constructive manner to minimize negative impact.
• Ability to communicate accurately and up-to-date plans and information to subordinates, peers, and management.
• Ability to express thoughts clearly, both verbally and in writing.
• Ability to listen and understand the views of others.
• Ability to talk to others to effectively convey information.
• Creative Thinking: Develops new insights into situations and applies innovative solutions to make organizational improvements; designs and implements new or cutting-edge programs/processes.
• Customer Service: Works with clients and customers (that is, any individuals who use or receive the services or produces services, including the public, individuals who work in the agency, other agencies, or organizations outside that assess their needs, provide information or assistance, resolve their problems, or satisfy expectations knows about available products and services; is committed to providing excellence in products and services.
• Flexibility: Accommodates changing situations or plans for satisfactory performance of the job. Able to change easily from one task to another.
• Human Relations: Works with others in a professional, considerate and helpful manner. Projects a positive image of CCHD and self.
• Initiative: Is self-confident, motivated, and has an enthusiastic drive to perform current job duties & undertakes duties of greater responsibility.
• Interpersonal Skills: Shows understanding, friendliness, courtesy, tact, empathy, cooperation, concern, and politeness to others; relates well to different people from varied backgrounds and different situations.
• Lead People: Motivates, provides constructive feedback, positive recognition, and organizes activities to improve team skills and performance.
• Manage Processes: Integrates and effectively utilizes all components of the strategic planning process to help CCHD achieve its vision. Appropriately assesses and allocates resources (financial, human, equipment and supplies) develop, implement and evaluate business plans.
• Responsive to Direction: Takes and gives direction; accepts and delivers constructive criticism; and responds and implements suggestions for improvement.
• Team Building: Inspires, motivates, and guides others toward goal accomplishments. Consistently develops and sustains cooperative working relationships. Encourages and facilitates cooperation within the organization and with customer groups; fosters commitment, team spirit, pride, trust. Develops leadership in others through coaching, mentoring, rewarding and guiding employees.
• Technology: Navigates the Internet, uses office suite and assorted software, and uses technology equipment.
• Time Management: Manages a variety of responsibilities in a timely, efficient manner and is able to prioritize tasks.
• Must be able to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• Experience as a Senior Clerk.
• Experience with Health Management System (HMS) billing function.
• Experience with electronic Medical record systems.
• Experience with Ryan White Program.
• Experience with Family Planning and Maternity clinics.

Responsibilities

• General clerical and cashiering duties.
• Reception duties at Hendry & Glades Counties Health Department (CHD).
• Float between LaBelle, Clewiston & Moore Haven as needed.
• Electronic file maintenance: sorting, scanning, and filing documents.
• Ensuring confidential information and documents are secured.
• Providing back-up duties for other clerical positions.
• Answering phones and directing calls.
• Greeting clients and visitors.
• Acting as an interpreter when needed.
• Cashiering client services, collecting past due fees, and reviewing client balances.
• Managing and routing emails.
• Handling incoming calls.
• Assisting in organizing meetings, preparing agendas and minutes.
• Participating in Quality Improvement Activities, In-service programs, and staff meetings.
• Completing annual DOH mandatory training and other assigned training.
• Preparing medical files for storage or archiving.
• Keying, scanning, and verifying alpha-numeric data.
• Copying, scanning, sorting, and filing medical documents.
• Processing the closure of inactive medical records.
• Ensuring updates are accurate in HMS upon cashiering.
• Lifting and maneuvering boxes of records (may be required).
• Ensuring hard copies are scanned and uploaded in HMS.
• Assisting in researching client records and documents.
• Supporting Cashier in maintenance, retrieval, and filing of confidential medical records.
• Assisting Cashier in filing lab and medical information timely.
• Processing medical record releases.
• Handling requests for record copies.
• Assisting with inventory control of state and local forms.
• Acting as backup to Cashier in coordinating clinic schedules.
• Functioning as the clerical liaison with medical staff.
• Assisting with incoming and outgoing mail and courier bag.
• Processing outgoing and incoming US mail and packages.
• Reporting all problems immediately using the chain of command.

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: Entry Level
• Education Level: High school or GED