SENIOR CLERK - 64080158

State of Florida • LaBelle, FL

6d • Onsite

About The Position

The Senior Clerk is responsible for general clerical and cashiering, and reception, at the LaBelle Location of the Hendry County Health Department (CHD). Provides electronic file maintenance for Department of Health in Hendry & Glades Counties by sorting, scanning and filing documents in appropriate electronic Medical, Environmental, and Personnel Files. 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. Position reports directly to the OPERATIONS & MGMT CONSULTANT I SES is headquartered at the CHD in LaBelle. Providing Clerical back-up duties will include working at the Hendry CHD Clewiston location and the Glades CHD in Moore Haven as required.

Preparation of new electronic Medical Files. Key, scan and/or verify alpha-numeric data accurately and efficiently from hard-copy documents to a computer system. Copies, scans, and faxes documents using appropriate equipment. Sorting filing materials and placing documents into HMS. Participates in the closure of inactive medical records. Maintains accurate logs and updates computerized system on all closure activities. The incumbent may be required to lift and maneuver boxes of records. Scans and maintains electronic and paper filing systems. As applicable Research records and traces documents.

Works independently at the front desk answering phones, screens and directs incoming calls and messages to the appropriate party according to office policy. Greet’s clients and visitors in a prompt and pleasant manner determines their needs and responds accordingly. Act as an interpreter when requested. Cashier’s services for clients which include charging from super bill, collection of fees, balancing through Health Management System (HMS) billing function, which identifies cash collections, billing to Medicaid, Medicare, Private Insurance, or other Third-party payment sources. Provides the following clerical support: 1) Manages and routes emails: 2) handles incoming calls when forwarded to the Front Desk: 3) Attends and participates in Quality Improvement Activities, In Service programs and staff meetings. Successfully completes annual DOH mandatory training’s as well as other assigned trainings within specified timeframes.

Is a Deputy Registrar for Hendry and Glades Counties, performs all Vital statistics functions in accordance with the Chief Deputy Registrar Operations Manual, the Vital Records Registration Handbook and Florida Statue 382. Assist other Deputy Registrars as needed.
Responsible for the maintenance, retrieval and filing of confidential medical records. Ensures all lab and medical information is timely filed in electronic medical record. Processes medical records releases to clients as requested, reviewing for completeness prior to the release of confidential information. Handles all requests for record copy to client in a timely manner. Responsible for inventory control of state and local forms.

Assists professional staff in coordinating clinics as necessary, including Family Planning, Immunizations and Ryan White program. Updates Health Management System (HMS) to reflect scheduling changes. Functions as the clerical liaison with medical staff in serving clients from an interdisciplinary approach.

Performs other related duties as assigned. Including assisting with incoming and outgoing mail, and courier bag serves as a backup to process outgoing and incoming US mail and packages, processes deliveries to the correct department. Reports all problems immediately using the chain of command.

Requirements

• Understanding written sentences and paragraphs in work related documents
• Communicating effectively with others in writing as indicated by the needs of the audience
• Knowing how to find information and identifying essential information
• Talking to others to effectively convey information
• Using mathematics to solve problems
• Listening to what other people are saying and asking questions as appropriate
• Knowledge of administrative and clerical procedures and systems
• Knowledge of principles and processes for providing customer and personal services including needs assessment techniques, quality service standards, alternative delivery systems, and customer satisfaction evaluation techniques
• Knowledge of computer software including applications
• Use of 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.
• Communication (Oral & Written): Takes the initiative to communicate accurate, up-to-date plans and information to subordinates, peers, and management. Expresses thoughts clearly, both verbally and in writing. Listens and understands the views of others;
• Talking 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 products that your work unit produces, including the public, individuals who work in the agency, other agencies, or organizations outside the Government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their 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 have a high school diploma or an equivalent GED
• Must be fluent in both English and Spanish (verbal & written)

Nice To Haves

• Experience in handling cash payments and balanced a cash drawer.

Responsibilities

• Provides electronic file maintenance for Department of Health in Hendry & Glades Counties by sorting, scanning and filing documents in appropriate electronic Medical, Environmental, and Personnel Files.
• Ensures 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.
• Provides back-up duties for other clerical positions.
• Prepares new electronic Medical Files.
• Keys, scans and/or verifies alpha-numeric data accurately and efficiently from hard-copy documents to a computer system.
• Copies, scans, and faxes documents using appropriate equipment.
• Sorts filing materials and places documents into HMS.
• Participates in the closure of inactive medical records.
• Maintains accurate logs and updates computerized system on all closure activities.
• Scans and maintains electronic and paper filing systems.
• Researches records and traces documents.
• Works independently at the front desk answering phones, screens and directs 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 requested.
• Handles cashiering services for clients which include charging from super bill, collection of fees, balancing through Health Management System (HMS) billing function, which identifies cash collections, billing to Medicaid, Medicare, Private Insurance, or other Third-party payment sources.
• Manages and routes emails.
• Handles incoming calls when forwarded to the Front Desk.
• Attends and participates in Quality Improvement Activities, In Service programs and staff meetings.
• Successfully completes annual DOH mandatory training’s as well as other assigned trainings within specified timeframes.
• Acts as a Deputy Registrar for Hendry and Glades Counties, performs all Vital statistics functions in accordance with the Chief Deputy Registrar Operations Manual, the Vital Records Registration Handbook and Florida Statue 382.
• Assists other Deputy Registrars as needed.
• Maintains, retrieves, and files confidential medical records.
• Ensures all lab and medical information is timely filed in electronic medical record.
• Processes medical records releases to clients as requested, reviewing for completeness prior to the release of confidential information.
• Handles all requests for record copy to client in a timely manner.
• Responsible for inventory control of state and local forms.
• Assists professional staff in coordinating clinics as necessary, including Family Planning, Immunizations and Ryan White program.
• Updates Health Management System (HMS) to reflect scheduling changes.
• Functions as the clerical liaison with medical staff in serving clients from an interdisciplinary approach.
• Assists with incoming and outgoing mail, and courier bag serves as a backup to process outgoing and incoming US mail and packages, processes deliveries to the correct department.
• Reports 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