OPS STAFF ASSISTANT - 65650171

Florida; Florida; On-site; USD 21,000 - 25,000; Full time

Job summary

The State of Florida's CARES office is seeking an OPS Staff Assistant to perform a variety of administrative tasks, including data entry into CIRTS and maintaining Medicaid client information in the community or nursing facilities. The role supports the Central Office, BIT, and field offices while producing reports and managing office documents from draft to final form.

The position requires strong written and oral communication, data accuracy, and the ability to manage multiple tasks in a busy

Qualifications

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

Responsibilities

• Inputs client information into CIRTS and maintains Medicaid client data for reports.
• Screens calls professionally and routes information to appropriate staff.
• Produces correspondence, forms, and reports from rough drafts to final copies.
• Sorts mail, routes information, and prepares case files for staff.
• Maintains CARES files, scans records, and manages electronic filing.
• Initiates purchase requisitions and tracks orders with vendors.
• Prepares travel forms and coordinates special projects.
• Participates in disaster recovery efforts and other assigned duties.
• Attendance is an essential function of this position.

Skills

Data entry

Microsoft Office

Written communication

Attention to detail

Customer service

File management

Confidentiality

Phone etiquette

Education

Associate degree

Secretarial experience

Tools

CIRTS

SharePoint

Windows OS

Job description

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website .

Requisition No:885432

Working Title: 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

Salary 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. Procedures may involve storing, appending, modifying, extracting, collating and merging data from files to produce reports. 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. Work is highly complex and often technical or medical in nature. 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.
• Attendance is an essential function of this position.

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.

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 employee benefits including:

• Participation in the Florida Deferred Compensation Plan (457b). (For additional details and online enrollment visit MyFloridaDeferredComp.com )

*Seasonal and part-time OPS employees (less than 30 hours average per week) refer to the links above for detailed eligibility requirements.

OUR ORGANIZATION AND MISSION

The Department is dedicated to promoting the well-being, safety, and independence of Florida's seniors, their families, and caregivers. Its vision is for all Floridians to live well and age well.

SPECIAL NOTE

• Include supervisor names and phone numbers of all periods of employment.
• Account for and explain any gaps in employment so that the hiring process is not delayed. Gaps of employment for 3 months or moreMUST be addressed on application.
• Experience, education, training, knowledge, skills, and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
• It isunacceptableto use the statement “See Resume” in place of entering work history.
• Periods of employment should be entered with themost recent/current listed first.
• If you are a retiree of the Florida Retirement System (FRS), please contact the FRS to determine if your current benefits may be affected if you are reemployed with the State of Florida in an FRS-covered position. Your current retirement benefits may be canceled, suspended, or deemed invalid depending upon the date of your retirement.
• If claiming Right to First Interview, candidatesMUSTattach a copy of your official layoff letter when applying.
• All documentation is due by the close of the vacancy announcement.

BACKGROUND CHECKS

Successful completion of a Level 2 Criminal History Background Check is required for all applicants selected for this position.

LOCATION

COCOA, FL, US, 32922 COCOA, FL, US, 32927 COCOA, FL, US, 32926 COCOA, FL, US, 32929

Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.