OPS STAFF ASSISTANT

Ops Staff Assistant - 65650171

This is a highly responsible professional support position in the CARES office. This position performs a variety of administrative tasks. The incumbent will be an integral member of a dedicated team. Pay will be commensurate with experience and qualifications, ranging from $15.00 to $17.63, hourly.

Duties and Responsibilities:

• Inputs client information into the Client Information and Registration Tracking System (CIRTS) and maintains data files on Medicaid clients residing in the community or in nursing facilities.
• Maintains production and quality control by reviewing documents for completeness and appropriateness prior to inputting and, rejecting and/or clarifying documents as needed.
• Compiles and analyzes data for administrative decisions.
• May act as a liaison between the Central Office, Bureau of Information Technology (BIT), and the field office for the purpose of regular equipment maintenance and troubleshooting as well as inventory.
• Initiates, receives and screens telephone calls in a professional and courteous manner, provides routine information, and routes calls appropriately.
• Provides general information to long-term care facilities, county agencies, hospitals, and other private providers in the community.
• Contacts clients promptly to schedule assessments and arranges staff schedules equitably and efficiently.
• Produces correspondence, memorandums, reports, in-house forms for staff, manuals, and other office documents from rough draft to final copy.
• Provides technical support to staff by preparing reports, logs, and correspondence.
• Sorts and date stamps incoming mail and faxes. Accurately routes information either physically or through approved electronic methods to the appropriate staff or case file, prepares case files, and prepares outgoing mail.
• Maintains CARES files using approved filing methods and the electronic file room instructions. Scans paper files and applies proper naming conventions. Prepares paper records for destruction after scanning to the electronic file room.
• Initiates/retains purchase requisitions for supplies, tracks purchase orders and billing receipts from vendors, and adheres to timely purchasing deadlines for in-house supplies and machine maintenance.
• Prepares travel forms accurately and timely according to current Department guidelines. Coordinates all special projects as assigned by the supervisor. Participates in disaster recovery efforts throughout the State of Florida. Performs other duties as assigned.

Knowledge Skills and Abilities Required:

• Posses strong written and oral communication skills, and uses correct grammar, punctuation, and spelling.
• Must be detail oriented and able to enter data accurately into a computerized system.
• Navigate multiple computer screens and applications.
• Basic proficiency in Microsoft Windows Operating environments and Office Suite products to include Word, Excel, Outlook, OneDrive and SharePoint.
• Prepare clear, concise, and accurate records and other documentation in a logical format.
• Ability to demonstrate a professional and courteous demeanor to establish and maintain cooperative working relationships with the public and staff.
• Ability to follow written and oral directions and instructions.
• Ability to read, understand, and apply complicated and detailed regulations, policies, procedures, and programs governing the agency.
• Ability to communicate clearly with others to obtain and verify information concerning eligibility.
• Analyze and interpret written, numerical, and verbal data from various sources.
• Ability to type and prepare reports and memorandums accurately and timely.
• Plan and organize to ensure work is completed in accordance with regulations relating to eligibility and timeliness.
• Ability to work in a large, open office environment.
• Ability to maintain confidentiality as required.
• Ability to lift and carry a laptop and associated documents (up to ten pounds).

Requirements:

• Two (2) or more years of professional secretarial or clerical work experience; or An associates degree from an accredited college or university can substitute for the required experience; or A combination of education and professional work experience totaling two (2) or more years.