ADMINISTRATIVE ASSISTANT II - SES

Administrative Assistant II - Ses - 64049248

This is an Administrative Assistant II-SES position responsible for implementing, planning, managing or coordinating all operations and activities within the Lantana/Lake Worth Health Center that relate to fiscal, custodial and security. This position is responsible for monitoring client data entered by Direct Clinical Services staff and ensure policies and procedures are followed as per the Health Management System Manual. Analyzes internal process, plans or implements agency procedural and policy changes to improved operations. This position functions independently in completing research projects, making decisions and assigning duties. Manages all support operations to assure the productivity and continuity of center activities. Functions as part of the Center Management Team. Work is performed under the supervision of the Community Health Nursing Consultant. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions. This position spends the majority of the time engaged in supervisory responsibilities. This includes communicating, motivating, training, and evaluating employees in addition to planning and directing employees' work. The incumbent has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action. The incumbent will also be required to develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensuring proper coverage, and complete timesheets. This position is designated as a sensitive position and is required to maintain confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols and Procedures. This position is designated as the Key Custodian for this office as per the DOHP-50-10 Information Security and Privacy Policy. Confidential Information Data Sets: Social Security Data, Health Management System (HMS), Clinical Information Data. This position may view, update or release information. Accesses Florida Medicaid Management Information System - Health Care District to verify client eligibility. Access to Availity System to verify clients' eligibility. This position requires access to the Florida system to determine the presumptive eligibility of pregnant women for the Sobra Medicaid. Access to My Florida Market Place (MFMP) to creates requisitions for the procurement of the respective Division commodities or needed serves. Has access to the Presumptive Eligibility for Pregnant Women (PEPW) database to track number of clients seen and the status of their eligibility outcome for Medicaid and for Health Care District. Reviews PEPW database reports to research billing denials. Has access to Internet In-Stock Inventory (SIS) for order in house supplies for clinic use. Monitor the Q-Flow system to ensure clinic flow is monitored daily. Implement procedures to improve productivity and customer service. Plans and schedule activities to accomplish individual goals and objectives implements correction action plans to solve problems. Plans organize and coordinate activities and resolve problems. Prepares, reviews and submits reports concerning activities and other items affecting program services. Presents information at staff meetings, in-service to promote services, exchange ideas, and accomplish objectives. Assist with the orientation of new employees. Responsible for performing monthly audits on their staff and the Health Services Representative under nursing for the Lantana Centering Pregnancy clinic departments as required by the Health Access Clinical Division. Including but not limited to, audits, Monthly productivity reports, PEPW, Family Planning, Family Planning Waiver, Family Planning unknown income report, sell pay checkout report and the Billing error report for Finance and Accounting. Administers, interprets and explains policies, rules regulations and laws due to collecting of money from clients, customers etc. conducts and reviews with the Administrative Assistant - I the automated transactions such as charges and payments which affect the patient's account. Provides daily consultation and assistance to management and staff in the management and operation of Department of Health fiscal policies and procedures. Research problems and causes for delays in automated billing of Medicaid, Medicare, Health Care District and third-party claims. Responsible for developing a corrective action plan to minimize billing errors. Responsible for completion and analysis of special financial reports required by Health Center Administrator and/or agency. Reporting consists of accounting transactions for projects such as Family Planning, Maternity, STD, Immunization and SOBRA. Responsible for ensuring daily cash reports are sent to the Fiscal Office. Provides technical assistance for the Florida system to the PEPW staff and other Administrative Assistants ll. Trains co-workers and troubleshoots issues that arise for all PEPW staff and supervisors. Serve as a liaison between Children and Families in Palm Beach County. Responsible for management of the building to ensure the exterior and interior of the facility is neat and clean at all times. Investigates, assesses, analyzes and makes recommendations to resolve issues and problems regarding the building to ensure the building is safe. Monitors and reviews maintenance practices for building, parking area and lawn with Facility Services Manager to resolve issues regarding to the building being up to code as set forth by the State of Florida. Take independent corrective action, monitors, reviews the order of facility supplies and maintains inventory control for disbursing facility items such as restroom supplies or cleaning items. Responsible for security of the facility and ensures the facility is alarmed and locked at the end of each work day. Serves as liaison and representative at County security and emergency meetings. Investigate all incidents during regular work hours and report to appropriate authorities. Responsible for alarm, safe combination and contents of sale. Secures and distributes all financial transactions payroll, travel check as required. Responsible for supporting the payment and invoice management for the new purchasing system "Ariba On Demand" (AOD), tracking received purchases from MFMP indicating all purchases as "received" in the AOD electronic system, certifying all received purchases are correct, and complete. Match ordered against the invoice, attesting that payment from Finance and Accounting (F/A) can be released to vendor, and adjusting/reducing encumbrances via AOD. These additional duties directly support the F/A department, reduce the likelihood of billing/purchasing errors, and improve the timeliness of accounts payables. Perform other duties as assigned.

Knowledge, skills and abilities, including utilization of equipment, required for the position: Knowledge of administrative principles and practices. Knowledge of office procedures and practices. Knowledge of the methods of data collection. Knowledge of the principles and techniques of effective communication. Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing. Ability to understand and apply applicable rules, regulations, policies and procedures. Ability to utilize problem-solving techniques. Ability to work independently. Ability to plan, organize and coordinate work assignments. Ability to communicate effectively. Ability to establish and maintain effective working relationships with others. Ability to supervise others.

Qualifications: Licensure/registration/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite): N/A Other job-related requirements for this position: 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 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. Valid Driver's License. Travel throughout Palm Beach County is required. The incumbent in this position may be required to use vehicles owned, leased, or operated by the state or county to conduct official state business. State or county vehicles shall be used only for officially authorized duties and not for personal use, unless a specific exception applies under Florida law (F.S. § 287.17).

Working hours: (A) Daily from 8:00AM to 5:00PM (B) Total hours in workweek 40 (C) Explain any variation in work (split shift, rotation, etc.) This is a full-time, in-office position only.

Location: LANTANA, FL, US, 33462