STAFF ASSISTANT - 64048269

Florida; Fort Myers (FL); On-site; USD 32,000 - 45,000; Full time

Job summary

Florida Department of Health in Fort Myers seeks a Staff Assistant to provide clerical and health support for the Medical Foster Care (MFC) program. You will coordinate scheduling, prepare and file records, and support both staff and families with essential documentation.

The role requires strong organizational skills, reliability, and the ability to handle confidential information within health services. This position is based in Fort Myers and involves office-based work with occasional travel

Qualifications

• Knowledge of quality improvement and data collection.
• Judgement and decision-making, critical thinking and active listening skills.
• Ability to communicate effectively verbally and in writing.
• Ability to implement change.
• Ability to use multiple computer programs and software such as Microsoft word, Outlook, TEAMS, and Office to retrieve and/or input data.
• Ability to prioritize work, identify changing priorities and adjust as needed.
• Ability to work independently and self-monitor work for accuracy and maximum productivity.
• Ability to work effectively with a health care team and maintain an effective working relationship with others.
• Knowledge of patient confidentiality laws.
• Ability to review data for accuracy and completeness.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.

Responsibilities

• Collaborates with program staff and management to develop seamless support processes for service delivery.
• Prepares and sends correspondence and documents for referrals and program clients.
• Reviews incoming correspondence and follows up on requested documents.
• Sorts, scans, uploads, indexes and files client records in electronic and paper files.
• Assembles and maintains MFC administrative and in-home records as required.
• Prepares MFC records for closure and redacts records for adopted children.
• Manages MFC schedules and coordinates meetings, trainings, and home visits.
• Schedules and monitors MFC appointments.
• Monitors MMA plan assignments and notifies staff of changes.
• Provides scheduling support and attendance at meetings; assists with travel as needed.
• Documents all client activities per DOH standards in the EHR.
• Maintains clear verbal and written communication with staff, parents, and community representatives.
• Attends staff and program meetings and performs related duties.

Skills

Quality improvement

Data collection

Communication (verbal & written)

Decision making

Change implementation

MS Word / Outlook / TEAMS

Time management

Team collaboration

Confidentiality

Data review

Problem solving

Planning & coordination

Education

High school diploma or GED

2 years experience as clerk/receptionist in medical setting

Valid Driver's License

Tools

Microsoft Word

Outlook

TEAMS

Office software

Job description

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

Requisition No:886062

Agency: Department of Health

Working Title: STAFF ASSISTANT - 64048269

This is a responsible, technically varied, and complex position providing clerical and health support services and assistance to clients served through the Medical Foster Care (MFC) program.

Your Specific Responsibilities:

• Collaborates regularly with program staff and management to develop seamless support processes for effective delivery of program services.
• Prepares and sends all requested correspondence and documents including, but not limited to, consents, shelter orders, closure letters, medical and psychosocial records, care plans, etc. as directed for all new referrals and existing program clients.
• Reviews all incoming correspondence, notifying specialty team of receipt and tasks to follow up. Follows up on requested correspondence and needed documents.
• Sorts, scans, uploads, indexes, and files all client and program related documents and records received into appropriate files, including electronic systems, timely and per policy. Initiates and maintains client records according to policy. Maintains electronic and paper records in an orderly fashion.
• Assembles new MFC administrative records as needed. Assists staff in the preparation and maintenance of administrative records. Assembles new in-home MFC records as required. Assists staff in the preparation and maintenance of records, including thinning appropriately.
• Prepares MFC records for closure as directed and per policy. Redacts and processes all records for children who are adopted, per policy.
• Maintains MFC schedules as requested. Schedules virtual or phone conferencing meetings or physical conference rooms as needed for MFC monthly staffing’s, parent pre-service or service trainings and any needed program meeting or home visit as requested.
• Schedules and monitors MFC appointments as requested.
• Monitors electronic systems monthly to review Medicaid Managed Medical Assistance (MMA) plan assignment for each MFC client assigned to and notifies staff of any upcoming changes. Coordinates new MMA plan representative into staffing scheduling and invitations.
• Provides support and assistance with directives from program staff to include schedule coordination, maintaining calendars, attending team meetings, and taking minutes. Assists with travel, as office champion, related to program home and community visiting and outreach.
• Documents all client related activities as required, per DOH documentation standards and policy, in the electronic health record system.
• Provides verbal and written communication with MFC staff and program stakeholders including parents and community representatives. Answers phone, directs calls, and takes messages as appropriate. Contacts parents/guardians and community representatives for demographic and other related updates. Prepares, sends, and responds to emails as per policy.
• Attends staff and program meetings as requested.
• Performs any other related duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of quality improvement and data collection
• Judgement and decision-making, critical thinking and active listening skills
• Ability to communicate effectively verbally and in writing
• Ability to implement change
• Ability to use multiple computer programs and software such as Microsoft word, Outlook, TEAMS, and Office to retrieve and/or input data.
• Ability to prioritize work, identify changing priorities and adjust as needed.
• Ability to work independently and self-monitor work for accuracy and maximum productivity
• Ability to work effectively with a health care team and maintain an effective working relationship with others.
• Knowledge of patient confidentiality laws
• Ability to review data for accuracy and completeness
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.

Qualifications:

Preferred

• High school or GED diploma
• 2 years of experience as a clerk/receptionist in a medical setting.
• Valid Driver's License
• Excellent communication and interpersonal skills.
• Computer skills, including use of standard office machinery such as laptops, scanners, cell phones, printers and programs such as Outlook, Power Point, Excel, Teams and SharePoint.

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:

2295 Victoria Ave Suite 319 F, Fort Myers, FL 33901

This is not a remote position.

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; And more!

For a more complete list of benefits, including monthly costs, 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. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions.

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.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.

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.

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise. Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.

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.

VETERANS’ PREFERENCE.

Pursuant to Chapter 295, Florida Statutes,candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here . All documentation is due by the close of the vacancy announcement.

Location:

FORT MYERS, FL, US, 33902 FORT MYERS, FL, US, 33907 FORT MYERS, FL, US, 33908 FORT MYERS, FL, US, 33912 FORT MYERS, FL, US, 33913 FORT MYERS, FL, US, 33916 FORT MYERS, FL, US, 33919 FORT MYERS, FL, US, 33966 FORT MYERS, FL, US, 33994

Nearest Major Market: Fort Myers
Nearest Secondary Market: Cape Coral

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.