Requisition No: 708701
Agency: Department of Health
Working Title: OFFICE OPERATIONS MANAGER I – SES – 64028262
Position Number: 64028262
Salary: $40,000.00 – $45,000.00
Posting Closing Date: 08/15/2022
Thank you for your interest in career opportunities with the Florida Department of Health in Hillsborough 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.
The Florida Department of Health (DOH) is responsible for the health and safety of all citizens and visitors to the state. As a public health agency, the Florida Department of Health must monitor the health status of Floridians, diagnose and investigate health problems, and mobilize local communities to address health-related issues. The Florida Department of Health develops policies and plans that support health goals, enforce laws and regulations that protect the health of all residents and visitors, and link people to needed health care services. The Florida Department of Health also provides specialized assistance to pregnant women, infants, and children with special health care needs, regulates health care practitioners, and provides medical disability determinations.
Office Operations Manager I – SES
This position is assigned to the Sexually Transmitted Disease Program at the University Area Community Health Center of the Florida Department of Health-Hillsborough County under the direct supervision of the STD Program Manager. The incumbent is responsible for all administrative matters at the University Area Health Center and directly supervises four (4) staff. Specific duties include front desk registration processes, inventory supply and control, cash collection, client eligibility, medical coding and billing, expertise with DOH purchasing processes. The incumbent uses sound judgment adhering to all established state and local protocols.
Your Specific Responsibilities:
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 their work, approving leave, and taking disciplinary action as appropriate.
Arranges work schedules and supervises administrative staff, eligibility, clinical and medical records operations. Ensures personnel coverage of all areas is complete and staff adhere to established guidelines. Ensures new employees are appropriately trained, and schedules training for existing staff as necessary to ensure each individual has a broad understanding of all clerical tasks. Prepares detailed employee coaching, counseling and career development plans. Holds employees accountable, documents deficiencies in timely manner, and meets with employee to correct performance/behavior. Conducts performance feedback sessions at least semi-annually to identify strengths and weaknesses and establish performance goals. Submits written performance evaluations for all employees within the required timeframe. Conducts regular staff meetings to disseminate information, obtain employee feedback, evaluate clinic operations, and develop strategies for improvement. Initiates hiring process to include developing objective criteria for evaluating candidates. Promptly submits personnel changes (i.e., vacancies, re-classification, resignation, etc.) according to established procedures.
Monitors operational activities, through the development of checklists and spreadsheets, to make information-based decisions and ensure compliance with strategic and center goals. Monitors system for tracking performance measures of the STD Program and submission through the centralized billing center including numbers of billings, reimbursement rates, denial rates to assure timely payment of submitted claims. Reviews insurance and financial eligibility errors and makes recommendations to correct and preclude recurrences, including but not limited to HMS billing, RWIS billing, and training of providers and other clinic staff. Monitors phone calls, duration of phone calls, appropriate logging in and signing off of Avaya phone system. Assists the STD Program Manager in planning, monitoring and reviewing the clinic budget using appropriate reports on a regular basis. Reports on service and employee time coding compliance. Key player in regard to electronic medical record (EMR) initiatives.
Investigates, assesses, analyzes and makes recommendations to resolve operational issues and problems; directs administrative support activities. Consults and assists management and staff in the managerial and operation of programs and responsibilities. Develops and implements written policies and procedures to establish consistent, uniform accomplishment of duties. Analyze administrative functions and initiate changes to enhance patient flow by formulating and implementing action plans to correct deficiencies. Assists the STD Program Manager in providing for the confidentiality and security of client information, reporting immediately to the administrator or the DOH-Hillsborough security manager. Establishes internal control processes to ensure organizational and personnel accountability, and the monitoring of staff availability. Oversees purchasing activities to preclude work stoppage or slow down and the timely reconciliation of payments; serves as back-up C-Team member. As Safety Manager investigates incidents, analyzes trends and recommends opportunities for improvement and the risk management.
Directs, plans, organizes and participates in marketing and business strategies to maximize revenue and increase service delivery. Prepares informational documents to promote the services within the community. Analyzes payor-mix and develops strategies to increase enrollment. Directs self-pay clients to funding sources. Oversees customer satisfaction process, to include the assessment of satisfaction and responding verbally or in writing to disgruntled clients to promote a positive, caring organization sensitive to the community. Ensures updated and accurate input into locally used databases including but not limited to: PRISM, Health Management System (HMS), Florida Shots, e2Hillsborough, CAREWare and other systems.
Responsible for contract management of STD Program contracts. Contract management includes fiscal oversight, terms and conditions of contract, reporting, and negotiation.
Required Knowledge, Skills, and Abilities:
Ability to establish and maintain effective working relationships with others.
Ability to communicate effectively.
Ability to effectively handle face-to-face public interactions with potentially frustrated, emotional and/or uncooperative customers.
Ability to follow instructions.
Ability to operate commonly used office equipment such as computers, printers, fax machine, label maker, paper shredder.
Ability to use Microsoft Office products (Outlook, Excel, Word, Access, PowerPoint).
Knowledge of general office procedures and practices.
Knowledge of correct grammar usage.
Knowledge of basic arithmetic.
Ability to prepare reports and correspondence.
Ability to plan, organize and coordinate work activities.
Ability to develop and implement office procedures.
Ability to review data for accuracy and completeness.
Ability to perform basic arithmetical calculations.
Ability to obtain information from FMMIS (Florida Medicaid Management Information System).
Qualifications:
Minimum –
2 years of supervisory experience, including written evaluations including performance management
2 years of customer service experience in fast-paced environment
2 years of experience providing administrative support in a health care setting (e.g., client registration, answering telephones, data entry)
1 year experience with electronic health records
Preferred –
Bilingual English/Spanish/Haitian Creole.
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:
University Area Community Health Center, 13601 N. 22nd Street, Tampa, FL 33613
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 to attend State Universities/Community Colleges;
- 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.
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.
Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). 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.
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.
Source: Indeed.com
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