STAFF ASSISTANT
The State of Florida The State of Florida Bartow, FL Bartow, FL $33,280 - $35,360 a year $33,280 - $35,360 a year 20 hours ago 20 hours ago 20 hours ago Requisition No:
805189 Agency:
Department of Health Working Title:
STAFF ASSISTANT - 64082722 1 Position Number:
64082722 Salary:
$33,280 - $35,360 annually Posting Closing Date:
06/20/2023 Thank you for your interest in career opportunities with the Florida Department of Health in Polk County.
If you are looking to establish a successful career in Public Health, you have come to the right place.
Many of our innovative and successful health programs are recognized throughout Florida.
We hope you decide to join our team! Applicants will be contacted directly if selected for an interview.
Your
Responsibilities:
The incumbent if part of a global public health organization and is expected to support the Florida Department of Health in Polk County in its mission to protect, promote, and improve the health of all people in Florida through integrated state, county and community efforts and its vision to be the Healthiest State in the Nation.
Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.
This Position oversees administrative function of the Polk County Health Department Dental program.
The incumbent in this position works under the supervision of the Dental Operations & Management Consultant Manager.
This position requires independent judgment, critical thinking skills, effective time management, prioritization skills and be able to complete tasks in a professional, accurate and timely manner.
This position is designated as a Career Service position located in the Dental Administration office.
Functions as liaison between the Administrative Office of the Dental Division/HCA and internal and external customers/vendors, and staff dealing with each in an appropriate and professional manner.
Assures media is up to date, brochures are available in all clinic locations.
Receives and reviews all incoming correspondence, billing issues, and information requests-then researches concerns, communicates with HCA and Supervisors as appropriate, and deals effectively with problems and issues.
Serves as the Dental external website manager and maintains the department Share Point Site and all related mailing lists, phone lists, calendars, protocols, etc.
Assure the maintenance of data and then completes reports, as requested, within defined timelines.
Works effectively with HCA and Management Team to provide technical assistance and exercises knowledge of agency policies, procedures, and software applications.
Prioritizes and organizes assignments in order to ensure compliance of due dates by Administrator and Supervisors, and staff.
Serves as back-up to front desk operations in the event of absences of Senior Clerk.
Ensures that all dental supervisors have access to approved policy and procedural documents, including as amended, in a timely manner.
Assist the dental manager in the implementation process of approved policies and procedures.
Coordinates training requests for the Dental program as requested.
Coordinates special training projects for the Dental program, such as computer training, customer service training, billing instruction, EHR training, process training, etc.
Handles client concerns/patient complaints as requested.
Incoming calls are answered promptly in a courteous and professional manner and directed to the appropriate party.
Process a variety of routine correspondence, investigates subject matter and prepares reply drafts for approval by the dental manager.
Maintains current information of division policies and programs and processes routine matters within established policies.
Review records and reports which require action and recommends solutions or courses of action.
Performs special assignments, research, and report preparation.
Performs fiscal, personnel, reporting and other office functions as requested.
Coordinates collection and presentation of data for use in preparation of the dental unit's annual budget.
Prepares monthly report of DENTAL Dashboard and reviews with the Administrator.
Compiles statistics on Dental Division for discussion at the Supervisor Meetings.
Plans, prepares, and monitors annual budgets, grants, and business plans in alliance with the Administrator.
Assures that timelines are met for annual budget preparation, including initial drafts based on past performance, initial assumptions, or new guidance.
Utilizes FIRS reports and DOH finance tools to communicate and coordinate with Fiscal Office as needed.
Tracks all revenues and expenditures associated with the dental unit's budget to assure they stay within budget Track daily volumes at each clinic for alignment with projected visits and inform Administrator as soon as possible for variances.
Prepares monthly/annual reports/invoices on department special funds, productivity and finances.
Serves as a contract manager as required by Section (287.
057(15), Florida Statutes (F.
S.
) for program/division/county health department.
All contract agreements between the dental program and other agencies are closely monitored.
Assists the dental Administrator with the annual updates of all contracts.
Maintains copies of all contracts, provides quarterly updates, and monitors for compliance.
Assures the correct allocation of numbers and tracking for patient visits as well as related staff use to the correct grants or special funding sources Monitor the timely input of Division client and billing in clinics and outreach.
Monitor and report to HCA a monthly summary of payer mix and alignment with projected budget.
Monitor reimbursements and work with Supervisors to correct discrepancies.
Inform HCA of any delays, trends, or barriers.
Assures the timely completion, payment, and tracking of purchase orders, major equipment repairs, and invoice payments for the Division.
Serves as a critical part of the approval process for all Division Purchase Requests, communicating with Supervisors and assuring compliance with budgeted expense.
Maintains an accessible tracking, approval, and invoice payment process for the division.
Monitors and tracks all expenditures, special funds, major repairs, for completeness, trends and accuracy.
Maintains an inventory of all major purchases, depreciation, furniture locations etc.
for dental.
Monitor reporting systems on a daily basis and notify appropriate staff of pending charges that are waiting approval.
Assure the accurate and timely monthly billing and processing of all services related to Department Contracts or Special Funds in coordination with the Fiscal Department.
Performs purchasing function for Dental Administrative Office, preparing and submitting purchase requisitions, and completing receiving reports on a timely basis utilizing the P-Card system.
Human Resources:
Works closely with Human Resources and supports the HCA and Supervisors in processing all personnel actions including posting, tracking, and paperwork for hiring.
Assures that all timeline for required HR, actions is communicated and maintained.
Maintains current and accurate Human Resource files and leave records on all staff under the direct supervision of the HCA, and ensures compliance with credentialing (licenses, DEA, managed care plans) assuring posting in clinic locations.
Operations:
Serves as information/Key Custodian or alternate for all clinics for assigned information sets; maintaining confidentiality for the information in accordance with state and federal statutes rules regulations and DOH information Security Policies, protocols, and Procedures, in accordance with protocol:
Security 3.
Performs other tasks as assigned by the HCA.
Performs additional duties as required.
Required Knowledge, Skills, and Abilities:
Knowledge of agency policies and procedures.
Knowledge of public health.
Knowledge of the principles of budget preparation and administration.
Knowledge of Management/Administrative principles and practices.
Knowledge of dental program planning and administration.
Knowledge in HR Management principles and techniques Knowledge in computer software applications (e.
g.
MS Access, Excel, Word) Knowledge of HIPPA and maintenance of confidentiality Skills in effective verbal and written communication Skills in budget development and management Skills in problem solving Skills in critical thinking-judgment and decision making Ability to establish and maintain effective working relationships with others.
Ability to assign work, review progress and assess performance.
Ability to motivate, develop, and direct employees as they work, identifying the best people for the job.
Ability to evaluate program performance and develop quality improvement plan Ability to provide technical assistance to public and private entities regarding oral health issues Ability to write grant proposals and manage contracts Ability to apply applicable rules, regulations, policies, and procedures.
Ability to coordinate and ensure timely completion of activities.
Ability to make decisions in a timely manner Ability to analyze processes/functions and take corrective action.
Qualifications:
Valid Florida Driver's License or the ability to obtain one within 30 days of employment.
High School Diploma Other job-related requirements for this position:
Emergency Duty:
Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency.
Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.
Confidentiality:
Incumbent may have access to records containing Social Security numbers in the performance of their job duties Florida Department of Health Mission, Vision, and Values:
Mission:
To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.
Vision:
To be the Healthiest State in the Nation.
Values:
I nnovation:
We search for creative solutions and manage resources wisely.
C ollaboration:
We use teamwork to achieve common goals & solve problems.
A ccountability:
We perform with integrity & respect.
R esponsiveness:
We achieve our mission by serving our customers & engaging our partners.
E xcellence:
We promote quality outcomes through learning & continuous performance improvement.
Where You Will Work:
Bartow, FL The Benefits of Working for the State of Florida:
Working for the State of Florida is more than a paycheck.
The State's total compensation package for employees features a highly competitive set of employee benefits including:
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 (For more information, please click www.
myfrs.
com); Flexible Spending Accounts; Tuition waivers; And more! For a more complete list of benefits, visit www.
mybenefits.
myflorida.
com.
Please be advised:
Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.
This position requires a security background check and/or drug screening and participation in direct deposit.
Note:
You will be required to provide your Social Security Number (SSN) in order to conduct this background check.
Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS.
For more information, please visit the SSS website:
http:
//www.
sss.
gov If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida.
Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.
The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system.
E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.
Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.
Florida has the third largest population of veterans in the nation with more than 1.
5 million service men and women.
The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise.
Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge.
These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.
If there are any problems applying online, please call People First Staffing Administration:
(877) 562-7287.
Service Center hours are Monday through Friday, 8:
00 a.
m.
to 6:
00 p.
m.
, ET.
TTY users, call (866) 221-0268.
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.
Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735).
Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.
The State of Florida supports a Drug-Free workplace.
All employees are subject to reasonable suspicion drug testing in accordance with Section 112.
0455, F.
S.
, Drug-Free Workplace Act.
VETERANS' PREFERENCE.
Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans' Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.
Candidates claiming Veterans' Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.
Veterans' Preference documentation requirements are available by clicking here.
All documentation is due by the close of the vacancy announcement.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
805189 Agency:
Department of Health Working Title:
STAFF ASSISTANT - 64082722 1 Position Number:
64082722 Salary:
$33,280 - $35,360 annually Posting Closing Date:
06/20/2023 Thank you for your interest in career opportunities with the Florida Department of Health in Polk County.
If you are looking to establish a successful career in Public Health, you have come to the right place.
Many of our innovative and successful health programs are recognized throughout Florida.
We hope you decide to join our team! Applicants will be contacted directly if selected for an interview.
Your
Responsibilities:
The incumbent if part of a global public health organization and is expected to support the Florida Department of Health in Polk County in its mission to protect, promote, and improve the health of all people in Florida through integrated state, county and community efforts and its vision to be the Healthiest State in the Nation.
Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.
This Position oversees administrative function of the Polk County Health Department Dental program.
The incumbent in this position works under the supervision of the Dental Operations & Management Consultant Manager.
This position requires independent judgment, critical thinking skills, effective time management, prioritization skills and be able to complete tasks in a professional, accurate and timely manner.
This position is designated as a Career Service position located in the Dental Administration office.
Functions as liaison between the Administrative Office of the Dental Division/HCA and internal and external customers/vendors, and staff dealing with each in an appropriate and professional manner.
Assures media is up to date, brochures are available in all clinic locations.
Receives and reviews all incoming correspondence, billing issues, and information requests-then researches concerns, communicates with HCA and Supervisors as appropriate, and deals effectively with problems and issues.
Serves as the Dental external website manager and maintains the department Share Point Site and all related mailing lists, phone lists, calendars, protocols, etc.
Assure the maintenance of data and then completes reports, as requested, within defined timelines.
Works effectively with HCA and Management Team to provide technical assistance and exercises knowledge of agency policies, procedures, and software applications.
Prioritizes and organizes assignments in order to ensure compliance of due dates by Administrator and Supervisors, and staff.
Serves as back-up to front desk operations in the event of absences of Senior Clerk.
Ensures that all dental supervisors have access to approved policy and procedural documents, including as amended, in a timely manner.
Assist the dental manager in the implementation process of approved policies and procedures.
Coordinates training requests for the Dental program as requested.
Coordinates special training projects for the Dental program, such as computer training, customer service training, billing instruction, EHR training, process training, etc.
Handles client concerns/patient complaints as requested.
Incoming calls are answered promptly in a courteous and professional manner and directed to the appropriate party.
Process a variety of routine correspondence, investigates subject matter and prepares reply drafts for approval by the dental manager.
Maintains current information of division policies and programs and processes routine matters within established policies.
Review records and reports which require action and recommends solutions or courses of action.
Performs special assignments, research, and report preparation.
Performs fiscal, personnel, reporting and other office functions as requested.
Coordinates collection and presentation of data for use in preparation of the dental unit's annual budget.
Prepares monthly report of DENTAL Dashboard and reviews with the Administrator.
Compiles statistics on Dental Division for discussion at the Supervisor Meetings.
Plans, prepares, and monitors annual budgets, grants, and business plans in alliance with the Administrator.
Assures that timelines are met for annual budget preparation, including initial drafts based on past performance, initial assumptions, or new guidance.
Utilizes FIRS reports and DOH finance tools to communicate and coordinate with Fiscal Office as needed.
Tracks all revenues and expenditures associated with the dental unit's budget to assure they stay within budget Track daily volumes at each clinic for alignment with projected visits and inform Administrator as soon as possible for variances.
Prepares monthly/annual reports/invoices on department special funds, productivity and finances.
Serves as a contract manager as required by Section (287.
057(15), Florida Statutes (F.
S.
) for program/division/county health department.
All contract agreements between the dental program and other agencies are closely monitored.
Assists the dental Administrator with the annual updates of all contracts.
Maintains copies of all contracts, provides quarterly updates, and monitors for compliance.
Assures the correct allocation of numbers and tracking for patient visits as well as related staff use to the correct grants or special funding sources Monitor the timely input of Division client and billing in clinics and outreach.
Monitor and report to HCA a monthly summary of payer mix and alignment with projected budget.
Monitor reimbursements and work with Supervisors to correct discrepancies.
Inform HCA of any delays, trends, or barriers.
Assures the timely completion, payment, and tracking of purchase orders, major equipment repairs, and invoice payments for the Division.
Serves as a critical part of the approval process for all Division Purchase Requests, communicating with Supervisors and assuring compliance with budgeted expense.
Maintains an accessible tracking, approval, and invoice payment process for the division.
Monitors and tracks all expenditures, special funds, major repairs, for completeness, trends and accuracy.
Maintains an inventory of all major purchases, depreciation, furniture locations etc.
for dental.
Monitor reporting systems on a daily basis and notify appropriate staff of pending charges that are waiting approval.
Assure the accurate and timely monthly billing and processing of all services related to Department Contracts or Special Funds in coordination with the Fiscal Department.
Performs purchasing function for Dental Administrative Office, preparing and submitting purchase requisitions, and completing receiving reports on a timely basis utilizing the P-Card system.
Human Resources:
Works closely with Human Resources and supports the HCA and Supervisors in processing all personnel actions including posting, tracking, and paperwork for hiring.
Assures that all timeline for required HR, actions is communicated and maintained.
Maintains current and accurate Human Resource files and leave records on all staff under the direct supervision of the HCA, and ensures compliance with credentialing (licenses, DEA, managed care plans) assuring posting in clinic locations.
Operations:
Serves as information/Key Custodian or alternate for all clinics for assigned information sets; maintaining confidentiality for the information in accordance with state and federal statutes rules regulations and DOH information Security Policies, protocols, and Procedures, in accordance with protocol:
Security 3.
Performs other tasks as assigned by the HCA.
Performs additional duties as required.
Required Knowledge, Skills, and Abilities:
Knowledge of agency policies and procedures.
Knowledge of public health.
Knowledge of the principles of budget preparation and administration.
Knowledge of Management/Administrative principles and practices.
Knowledge of dental program planning and administration.
Knowledge in HR Management principles and techniques Knowledge in computer software applications (e.
g.
MS Access, Excel, Word) Knowledge of HIPPA and maintenance of confidentiality Skills in effective verbal and written communication Skills in budget development and management Skills in problem solving Skills in critical thinking-judgment and decision making Ability to establish and maintain effective working relationships with others.
Ability to assign work, review progress and assess performance.
Ability to motivate, develop, and direct employees as they work, identifying the best people for the job.
Ability to evaluate program performance and develop quality improvement plan Ability to provide technical assistance to public and private entities regarding oral health issues Ability to write grant proposals and manage contracts Ability to apply applicable rules, regulations, policies, and procedures.
Ability to coordinate and ensure timely completion of activities.
Ability to make decisions in a timely manner Ability to analyze processes/functions and take corrective action.
Qualifications:
Valid Florida Driver's License or the ability to obtain one within 30 days of employment.
High School Diploma Other job-related requirements for this position:
Emergency Duty:
Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency.
Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.
Confidentiality:
Incumbent may have access to records containing Social Security numbers in the performance of their job duties Florida Department of Health Mission, Vision, and Values:
Mission:
To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.
Vision:
To be the Healthiest State in the Nation.
Values:
I nnovation:
We search for creative solutions and manage resources wisely.
C ollaboration:
We use teamwork to achieve common goals & solve problems.
A ccountability:
We perform with integrity & respect.
R esponsiveness:
We achieve our mission by serving our customers & engaging our partners.
E xcellence:
We promote quality outcomes through learning & continuous performance improvement.
Where You Will Work:
Bartow, FL The Benefits of Working for the State of Florida:
Working for the State of Florida is more than a paycheck.
The State's total compensation package for employees features a highly competitive set of employee benefits including:
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 (For more information, please click www.
myfrs.
com); Flexible Spending Accounts; Tuition waivers; And more! For a more complete list of benefits, visit www.
mybenefits.
myflorida.
com.
Please be advised:
Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.
This position requires a security background check and/or drug screening and participation in direct deposit.
Note:
You will be required to provide your Social Security Number (SSN) in order to conduct this background check.
Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS.
For more information, please visit the SSS website:
http:
//www.
sss.
gov If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida.
Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.
The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system.
E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.
Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.
Florida has the third largest population of veterans in the nation with more than 1.
5 million service men and women.
The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise.
Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge.
These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.
If there are any problems applying online, please call People First Staffing Administration:
(877) 562-7287.
Service Center hours are Monday through Friday, 8:
00 a.
m.
to 6:
00 p.
m.
, ET.
TTY users, call (866) 221-0268.
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.
Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735).
Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.
The State of Florida supports a Drug-Free workplace.
All employees are subject to reasonable suspicion drug testing in accordance with Section 112.
0455, F.
S.
, Drug-Free Workplace Act.
VETERANS' PREFERENCE.
Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans' Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.
Candidates claiming Veterans' Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.
Veterans' Preference documentation requirements are available by clicking here.
All documentation is due by the close of the vacancy announcement.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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