FISCAL ASSISTANT II - 64059520

Requisition No: 850892 

Agency: Department of Health

Working Title: FISCAL ASSISTANT II - 64059520

 Pay Plan: Career Service

Position Number: 64059520 

Salary:  $35,000.00 - $45,000.00 annually 

Posting Closing Date: 04/23/2025 

Total Compensation Estimator Tool

INTERNAL AGENCY OPPORTUNITY

 Applicants accepted only from current Department of Health employees (includes OPS, Career Service, SES, and SMS employees). Applicants will not be accepted from outside of the department.

*Pending Vacancy*

Your Specific Responsibilities:

This is an administrative position assisting in the operation of the Washington CHD.  This position will perform general business and clerical duties, prepares reports, compile needed data and information.  Work is performed under the general direction of the Operations & MGMT Consultant MGR – SES.

Monitors the Washington CHD billing procedures, submissions, and corrections.  Reviews Bill File Creation Summary Report.  Prepares and submits all third-party clinic and dental claims on at least a weekly basis.  Posts and reviews remittance advices within 7 days.  Reviews remittance advices and follows procedures by reviewing third-party aged receivable report and Bill File Creations Summary Report for follow-up tracking of denials and payments.  Reviews and updates claim denial spreadsheet for tracking and re-bills at least monthly.  Attends workshops and seminars as offered to stay current with regulations.  Share knowledge with staff to increase their knowledge.  Monthly checks CMS and AHCA websites for updates.  Submits all required paperwork for clinic and dental providers when applying for billing numbers, credentialing, or updates.  Prepares all paperwork needed for new or existing insurance companies for clinic and dental services such as HMO’s, BCBS, etc.  Responsible for all provider enrollment or re-enrollment for Washington CHD. Develops procedures for billing and training.   Run Retro Billing Report Monthly.  Back-up front office as needed.  Files originals of all billing packets and documentation in administrative files, keeping copies for reference as needed. Serves as Information Custodian for billing records. Back-up to Operations and Management Consultant for Holmes CHD billing.

Prepares mail-in log and distributes mail to appropriate staff daily.  Monitors receipt of outgoing medical records following up with front office supervisor.  Files write off and credit adjustment reports for reference.  Mails client statements monthly.  Files superbills for easy reference.  Prepares all travel vouchers for Washington CHD staff.  Audits vehicle logs and post mileage monthly to spreadsheet for journal transfer.  Audits and sends state vehicle logs for e-mail or regular mail to Tallahassee by the 5th of the month. Back-up to processing journal transfer’s as needed. 

Assists Operations & Management Consultant Manager and Administrative Assistant II with all assigned duties, serves as purchasing agent for Administration and other programs issuing requisitions for direct orders and ordering using MFMP or Purchasing Card, following all DOH and State of Florida policies and procedures. Serves as back-up purchasing agent to the Administrative Assistant III as needed. Purchasing Card holder for assistance of purchasing and promptly pay own charges in WORKS. Serves as Back-up Accountant in the Purchasing Card WORKS system. Processes invoices, assuring compliance with F.S. Chapter 115.422 for funds expended. Creates and monitors direct orders in MFMP and initiates change orders in MFMP as needed. Assists in tracking encumbrance amounts for MFMP and Purchasing Card amounts. Assists employees in MFMP questions and usage of system. Reviews Financial Information System (FIS) for tracking invoice payments.

Coordinates with Administrative Assistant III and Distributed Computer Systems Analyst in the acquisition and disposition of Washington CHD inventory and assists with the yearly inventory review.  Assures sterilization agreements are done yearly with providers and approved by legal.  Keeps track of volunteer/mentoring hours for reporting purposes.  Checks ETR’s for 100% compliance, running report for each employee by Thursday of each week.  Runs Employee Activity Record (EAR) certification reports by Friday after the pay-period each week.  Sends e-mails to employees and supervisors on Fridays after the pay period ends or follow up until all are completed.  Compiles UDS reporting for dental yearly if required.  Assist assigned nurse with monthly immunization inventory.

Serves as Records management liaison officer assuring records dispositions are done timely and correct. Serves as Back-up Liaison between Washington CHD and Washington Commissioner’s Office for all maintenance or equipment replacement on any items that will incur expenses to CHD including air conditioning and building maintenance outside of contractual relationships.

Serves as primary Information Custodian for Mail Receipt Room and FAX machine in Administration with assigned responsibility for maintaining information in accordance with state and federal statutes, rules, regulations, and DOH policies. Updates FP Depo Spreadsheet and sends correction request to OMC Manager twice a month for review to send to Revenue Management for reimbursement to Central Pharmacy. Tracks all corrections by reviewing HMS report.

Assist in obtaining data needed for new grant proposals.  Serves as Secondary Cell Phone Manager. Assists with Sonitrol issues and Back-Up of data.

Serves as Deputy Registrar for Vital Statistics. Accepts and screens birth and death certificates for accuracy. In absence of Chief Deputy Registrar, performs other Vital Statistic duties as needed.

Other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of bookkeeping principles and practices.
• Knowledge of basic arithmetic.
• Knowledge of office procedures and practices.
• Ability to perform basic arithmetical calculations.
• Ability to maintain fiscal records.
• Ability to organize and file materials.
• Ability to review fiscal data for accuracy and completeness.
• Ability to post, balance and reconcile fiscal records.
• Ability to compile fiscal data.
• Ability to work independently.
• Ability to communicate effectively.
• Ability to plan, organize and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to understand and apply applicable rules, regulations, policies and procedures relating to an accounting program.

Qualifications:

Minimum - high school diploma or equivalent

Preferred - One or more years working in a medical office setting with purchasing and medical billing experience

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:

FDOH Washington County Health Department

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.

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.