SENIOR CLERK - 64031213

State of Florida • Clewiston, FL

18h • Onsite

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. It provides electronic file maintenance for the 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, including working at the Hendry CHD Labelle location and the Glades CHD in Moore Haven as required. The position reports directly to the Operations & MGMT Consultant I – SES and is headquartered at the CHD in LaBelle. The Senior Clerk works independently at the front desk answering phones, directing incoming calls and messages to the appropriate party according to office policy. They greet clients and visitors in a prompt and pleasant manner, determine their needs and respond accordingly, and act as an interpreter when needed. The role involves cashiering client services from super bill, collecting past due fees for services, reviewing client balance through the Health Management System (HMS) billing function, and identifying methods of payment. Clerical support includes managing and routing e-mails, handling incoming calls, assisting in organizing and arranging meetings, and preparing agendas and minutes. The incumbent attends and participates in Quality Improvement Activities, In-service programs and staff meetings, and successfully completes annual DOH mandatory training. They assist in preparing medical files for storage or archiving, key, scan, and verify alpha-numeric data, copy, scan, sort, and file medical documents, and participate in processing the closure of inactive medical records. The position ensures updates are accurate in HMS upon cashiering and that all hard copies are scanned and uploaded in HMS. They assist in researching client records and documents, support the Cashier in maintaining, retrieving, and filing confidential medical records, and assist in processing medical record releases. The Senior Clerk handles all requests for record copies, assists with inventory control of state and local forms, and acts as backup to the Cashier for coordinating clinic schedules and functioning as a clerical liaison with medical staff. Other duties include assisting with incoming and outgoing mail, courier bags, processing deliveries, and reporting problems.

Requirements

• 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 and completing forms.
• Skills: Use of equipment and supplies related to the position.
• Skills: Arithmetic/Mathematical reasoning (performs computations such as addition, subtraction, multiplication, and division correctly).
• Skills: Cognitive Reasoning: Discovers or selects rules, principles, or relationships between facts and other information.
• Skills: 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: 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.
• Ability: Talking to others to effectively convey information.
• Ability: Creative Thinking: Develops new insights into situations and applies innovative solutions to make organizational improvements; designs and implements new or cutting-edge programs/processes.
• Ability: 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.
• Ability: Flexibility: Accommodates changing situations or plans for satisfactory performance of the job. Able to change easily from one task to another.
• Ability: Human Relations: Works with others in a professional, considerate and helpful manner. Projects a positive image of CCHD and self.
• Ability: Initiative: Is self-confident, motivated, and has an enthusiastic drive to perform current job duties & undertakes duties of greater responsibility.
• Ability: 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.
• Ability: Lead People: Motivates, provides constructive feedback, positive recognition, and organizes activities to improve team skills and performance.
• Ability: 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.
• Ability: Responsive to Direction: Takes and gives direction; accepts and delivers constructive criticism; and responds and implements suggestions for improvement.
• Ability: 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.
• Ability: Technology: Navigates the Internet, uses office suite and assorted software, and uses technology equipment.
• Ability: Time Management: Manages a variety of responsibilities in a timely, efficient manner and is able to prioritize tasks.
• Must have experience in handling cash payments and balanced a cash drawer.
• Must have a high school diploma or an equivalent GED.
• Must be fluent in both English and Spanish (verbal & written).

Responsibilities

• Perform general clerical and cashiering, and reception, at Hendry & Glades Counties Health Department (CHD).
• Float between LaBelle, Clewiston & Moore Haven as needed.
• Provide electronic file maintenance for Department of Health in Hendry & Glades Counties by sorting, scanning and filing documents in appropriate electronic Medical.
• Ensure 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.
• Provide back-up duties for other clerical positions, including working at the Hendry CHD Labelle location and the Glades CHD in Moore Haven as required.
• Work independently at the front desk answering phones, directing incoming calls and messages to the appropriate party according to office policy.
• Greet clients and visitors in a prompt and pleasant manner, determine their needs and respond accordingly.
• Act as an interpreter when needed.
• Cashier client services from super bill, collecting past due fees for services, reviewing client balance through the Health Management System (HMS) billing function.
• Identify method of payment for service received (cash, bill to Medicaid, Medicare, Private Insurance, or other third-party payment sources).
• Manage and route e-mails.
• Handle incoming calls when forwarded to the Front Desk.
• Assist in organizing and arranging meetings, prepare agendas and minutes for same.
• Attend and participate in Quality Improvement Activities, In-service programs and staff meetings.
• Successfully complete annual DOH mandatory training as well as other assigned training courses within the specified timeframes.
• Assist in preparing medical files for storage or archiving on an annual basis.
• Key, scan and/or verify alpha-numeric data accurately and efficiently from hard-copy documents to a computer system.
• Copy, scan, sort and file medical documents using the appropriate equipment.
• Participate in processing the closure of inactive medical records.
• Ensure upon cashiering that updates are accurate in HMS.
• Ensure that all hard copies are scanned and uploaded in HMS as applicable.
• Assist Senior Clerk and Supervisor in researching client records and documents.
• Support Cashier in their responsibility for the maintenance, retrieval, and filing of confidential medical records.
• Assist Cashier in ensuring that all lab and medical information is also filed timely in medical records.
• Assist in processing medical record releases, reviewing for completeness prior to the release of confidential information.
• Handle all requests for record copies in a timely manner.
• Assist in the responsibility for inventory control of state and local forms.
• Act 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.
• Function as the clerical liaison with medical staff in serving clients.
• Perform other related duties as assigned, including assisting with incoming and outgoing mail, and the courier bag.
• Serve 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.

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: Senior
• Education Level: High school or GED