OPERATIONS ANALYST II - 60007037

Requisition No: 841627 

Agency: Children and Families

Working Title: OPERATIONS ANALYST II - 60007037

 Pay Plan: Career Service

Position Number: 60007037 

Salary:  $35,317.26 to $76,880.62 Annually 

Posting Closing Date: 12/06/2024 

Total Compensation Estimator Tool

The Florida Department of Children and Families (DCF) is the state of Florida’s social services agency. The agency oversees services for child safety, fostering, adoption, domestic violence, adult protective services, refugees, homelessness, mental health, substance abuse, childcare providers, human trafficking and public assistance. The agency’s mission is to work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency.

Within DCF, the Substance Abuse and Mental Health (SAMH) Program office is recognized as the single state authority for substance abuse and mental health services. The Office of SAMH is statutorily responsible for the planning, evaluation, and implementation of a comprehensive statewide system of care for the prevention, treatment, and recovery of children and adults with serious mental illnesses or substance use disorders.

Florida State Hospital (FSH) is a mental health treatment facility owned and operated by the State of Florida and is part of the Department of Children and Families. The department’s mission is to “work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency.”

FLORIDA STATE HOSPITAL IS A TOBACCO FREE FACILITY.

TO BE CONSIDERED FOR THIS POSITION RESPONSES TO THE QUALIFYING QUESTIONS ARE REQUIRED AND MUST BE VERIFIABLE BASED ON YOUR SUBMITTED APPLICATION.

This is a highly responsible and professional position that will serve as Operations Analyst II. This position will collaborate with each section within the state facilities and be required to use independent judgement, take initiative in carrying out duties and responsibilities and should be extraordinarily detail oriented. 

Specific Duties and Responsibilities include:

• This position involves professional work in the monitoring, review, analysis, collection, investigation, fact finding research and reporting of various information, understanding Medicare/Medicaid practices and policy. Must be proficient in Excel and Microsoft programs. The position is located in the Florida State Hospital, Clinical Services Department and provides support to the Ancillary Medical Services Director (AMSD) and Executive Nursing Director (END) at Medical Services Unit, including but not limited to financial reports, billing information including Medicare/Medicaid programs, information pertaining to contracts, clinics, MTA and MSU statistical data. This position also has access to and must adhere to all HIPAA regulations.
• Independently assigns, participates in, tracks and reviews work/projects for the Ancillary Medical Services Director and the END. Ensures such information is accurate and contains appropriate procedural content; coordinates activities with various units and departments on matters of policy and administration. Assists in conducting daily administrative activities and/or directing special projects or activities. Directs, trains and coordinates secretarial staff in carrying out assignments and conveys verbal/written messages and instructions to all levels of hospital staff and other state entities as directed.
• Provides assistance to administrators/department directors and program managers by integrating data from various sources into single database structures used for evaluation and monitoring. Generate reports, data review and presentation to the Ancillary Medical Service Director in order to make decisions based on data.
• Maintain a replacement schedule for all units and better utilize surplus equipment. Work with Contract manager on biomedical equipment, PM schedules and maintain catalog of medical equipment on campus Coordinate walk through visits to update project list.
• This position will assist with setting and maintaining PAR Levels, Inventory, Stocking and Ordering of medical supplies and equipment for MSU.
• Serves as a support for contract manager for Ancillary Services as required by Section 402.7305, Florida Statutes, and Children and Families Operating Procedure 75-8. Responsibilities include processing provider invoices, contract monitoring (fiscally, administratively, and programmatically), maintaining budget log and reviewing quarterly expenditure reports and provide data to Finance Dept and AMSD; developing and executing renewals and amendments to contracts as required.

• Work with the Medical Biller and Finance Department to assist with revenue, reimbursement as well as cost reimbursement from contracts or state agencies for medical services provided. Monthly Billing Outside Services - Maintain a log and tracking of all expenditures used by outside services, prepare outside medical bills for review by Ancillary Medical Services Director and Medical Director prior to payment. Maintain a monthly report and back up documentation for reimbursement invoices & report all monthly totals to the Ancillary Medical Service Director and Fiscal Services. AMS - Work under the direction of the Ancillary Medical Services Director, with the Medicare/Medicaid Coder, Financial Services, Ancillary Services Staff on data collection, stratification and documentation of payments and reimbursements. Assist with review of documentation and billing.
• Work with Infection Control / Wellness to collect data on the effectiveness and appropriateness for billing and reimbursement, to include staff and contractor physicals. Maintain log of communication of financials pertaining to outside resident medical visits Telemed and Outside Clinics, serve as the POC for Clinic coordinator and outside agencies for billing purposes Assist staff/contractors with any concern or questions and present needs identified Communicate with all staff to ensure operations, maintenance of data relating to service contracts such as biomedical. Serve as the POC for other contract monitors Scheduling of appointments for Ancillary Medical Services Director and END. Independently arranges meetings, including space, time and place and informing participants. Maintains schedules for AMSD and END. Coordinates product / vendor meetings to discuss equipment and supplies that may be of benefit, assist with purchasing and receiving of supplies and equipment. Assists with inventory, ordering, purchase order process.
• Committees & Work Groups, Team Leader - leads short- and long-term projects including support to other departments and units for PAR Levels, supply and medical equipment; lead teams and provide guidance in facilitation of trainings, responsibilities and networking with various liaisons. Serves as recording secretary as needed and provides appropriate background information as required.
• Reviews administrative policies, procedures, guidelines and related directives to be implemented within Ancillary Services and makes recommendations to the AMSD and END
• Performs other related duties as required.

Knowledge, Skills and Abilities required for the position:

• Knowledge of the methods of data collection and analysis.
• Knowledge of basic management principles and practices.
• Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document work flow and other activities relating to the improvement of management practices.
• Ability to organize data into logical format for presentation in reports, documents and other materials.
• Ability to conduct fact-finding research.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to understand and apply applicable rules, regulations, policies and procedures relating to management analysis activities.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

Minimum Qualifications:

• A bachelor's degree from a college or university is preferred and two years of professional experience in systems analysis, management analysis, program planning, program research, program evaluation, engineering or administrative work.
• A master's degree from a college or university can substitute for one year of the required experience.
• Professional or nonprofessional experience as described above can substitute on a year-for-year basis for the preferred college education.

Benefits of Working for the State of Florida:

• Health insurance
• Life insurance; $25,000 policy is free plus option to purchase additional life insurance
• Dental, vision and supplemental insurance
• Retirement plan options, including employer contributions
  • (For more information, please click www.myfrs.com);
• Nine paid holidays and one Personal Holiday each year;
• Flexible Spending Accounts;
• Opportunities for career advancement
• Tuition waiver for public college courses

For a more complete list of benefits, visit www.mybenefits.myflorida.com.

DCF EMPLOYMENT DISCLOSURES

US CITIZEN REQUIREMENT Only US citizens and lawfully authorized alien workers will be hired.

SELECTIVE SERVICE SYSTEM REGISTRATION All selected male candidates born on or after October 1, 1962, will not be eligible for hire or promotion into an authorized position unless they are registered with the Selective Service System (SSS).  Verification of Selective Service registration will be conducted prior to hire.  For more information, please visit the SSS website: http://www.sss.gov.

RETIREE NOTICE 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 suspended or voided, and you required to repay all benefits received depending upon the date of your retirement.

BACKGROUND SCREENING It is the policy of the Florida Department of Children and Families that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and, if applicable, also be screened in accordance with the requirements of Chapter 435, F.S., and Chapter 408, F.S.  No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency.  Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

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.