OPERATIONS ANALYST I

Operations Analyst I - 64000348

This position reports directly to the Public Health Services Manager (PHSM). This employee independently performs complex assignments under limited supervision by independently assessing and planning details of procedures and methods to obtain and monitor standards in the Health Services Division.

Administrative Functions:

• Conducts daily administrative activities such as filing, typing, recording meeting minutes, and answering phone calls.
• Assists in reviewing all existing Health Services policies and procedures and suggesting appropriate policy improvements and/or creates new policies to improve the Health Services Division.
• Continues to update QI manuals and CHD Guidebook.
• Evaluates customer satisfaction surveys and recommends programmatic improvements.
• Attends all Health Services Supervisor meetings, presents pertinent information at the meetings, and records the minutes.
• Assists PHSM with all facets of hiring new employees including reviewing and grading applications, scheduling candidate interviews, preparing interview questions, and preparing follow up correspondence.
• Serves as the primary point of contact for travel forms for the Health Services Team and will aid with processing travel as well as payments.

Front Desk Support:

• Duties include scheduling appointments for the integrated health clinic utilizing FMMIS, HMS and Change Health Care to verify insurance coverage.
• Provides client check in and out services which includes ensuring services are entered and billed to client or insurance, collects fees and provides client a receipt.
• Balances cash box and completes fee reports.
• Registers clients into FL Shots and enters and records shot history.
• Provides eligibility services for the White Wilson Program, Presumptive Eligibility for Pregnant Women, Epilepsy and Diabetes programs.

Purchasing and Budget:

• Prepares purchase requisitions for all the Health Services Department including Communicable Disease, Clinic Services, School Health, Healthy Start, and Tuberculosis and places orders in My Florida Marketplace using the state purchasing card.
• Ensures that purchase requisitions include proper organization codes, tracks delivery of supplies and ensures that payment of invoices is posted within the prescribed time frame.
• Utilizes the FLAIR module for the Department of Health.
• This position must follow appropriate state laws and guidelines using reasonable judgment when making purchases.
• Works with the PHSM with departmental budgets and reports.
• Reconciliation of bills for clinic processes including but not limited to Quest, State Lab, pharmaceuticals, grants and rabies.
• Will be the primary point of contact for the family planning program Tubal Ligation and Vasectomy (TLV) quarterly report, will keep track of referrals made for TLV, and follow up with payment to appropriate providers.
• Aids with documentation needed for family planning office on a yearly basis.
• This position will also be responsible for payment for any CXR done for the tuberculosis program and ensure payment is made in a timely manner.
• Will be the facilitator for the While Wilson grant ensuring referrals are eligible for services, tracked for completion and billing and payment are complete. Monitors grant budget to ensure funding is available.

Public and Written Communication:

• Processes incoming correspondence for the PHSM and prepares outgoing correspondence.
• Prepares website material and SharePoint information for the Health Services Division.
• Develops spreadsheets to monitor progress and evaluate the effectiveness of projects and services.
• Communicates to DOH- Santa Rosa staff and community partners through letters and emails.
• Writes and/or edits reports and requests for information on behalf of the PHSM.
• Participates in grant writing teams.

Required Knowledge, Skills, and Abilities:

• Knowledge of general office procedures and practices, correct grammar usage and basic arithmetic.
• Must have the ability to prepare reports and correspondence, follow instructions, review data for accuracy and completeness, communicate effectively and establish and maintain effective working relationships with others.

Location: Milton, FL, US, 32570