SENIOR CLERICAL SUPERVISOR - SES - 64002003

Requisition No: 852837 

Agency: Department of Health

Working Title: SENIOR CLERICAL SUPERVISOR - SES - 64002003

 Pay Plan: SES

Position Number: 64002003 

Salary:  $43,260.10 annually 

Posting Closing Date: 05/14/2025 

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 position requires the ability to take policies and procedures and direct clerical staff activities for Holmes and Washington CHDs.  This position must work independently and be self-motivated. This position works under the direct supervisions of the Administrative Assistant III.

This position spends more than 50% of the time engaged in supervisory responsibilities. This includes communicating with, motivating, training, and evaluating employees in addition to planning and directing employees’ work. The incumbent has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action. The incumbent will also be required to develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensuring proper coverage, and complete timesheets.

Responsible for supervision of the staff and activities of the front office and ensuring adequate clerical support for both Holmes and Washington CHD’s.  Supervises the financial eligibility determinations process and the clerical activities assigned to the front office.  As supervisor of the clerical staff, this position must motivate employees to improve the quality and quantity of work performed.  Plan workloads, workflows, deadlines, work objectives and time utilization with employees.  Train employees in methods for performing an effective and efficient job.  Prioritize work and assign to employees.

Supervises cashiering functions of the front office for both Holmes and Washington CHD’s.  Reviews reports at close of financial day.  Audits encounters and receipts for accurate data for billing.  Completes Reconciliation Form for cash box when obtaining from secure, locked area for use for cashier duties.

Works with Environmental Health (EH) at both Holmes and Washington CHDs to enter services and payments into EH database per EH guidelines and requirements when customers present to front office.  Receives trainings and updates as needed to accurately capture the data.

Assures that Florida Breast and Cervical Cancer Program (FBCCP) packets are complete and scanned into HMS for both Holmes and Washington CHD’s and that services are entered correctly for reimbursement.

Runs Family Planning Unknown Income Report, Family Planning Missing Method Report, and Family Planning GH340 Report and resolves any issues for both Holmes and Washington CHD’s.

Runs provider/clinic no show rate report for both Holmes and Washington CHD’s.  Reports this information monthly to the correct department heads.

Responsible for ensuring that noninsured visits for time periods after 90 days are monitored regularly for both Holmes and Washington CHDs for possible back billing due to now having insurance.

Serves as primary Information Custodian for the Medical records information set, Front Desk Reception area, and Immunization records for both Holmes and Washington CHD’s.  Monitors staff tasks involved with record handling to include scanning.  Responsible for maintaining information in accordance with state and federal statutes, rules, regulations and DOH policies.

Responsible for Medical Records management for both Holmes and Washington CHD’s. Responsible for safeguarding record retention and destruction.    Responsible for maintenance of record rooms, both upstairs and downstairs. Assures compliance with regulations governing the release of information.

Serves as Deputy Registrar for Vital Statistics at both Holmes and Washington CHD’s.  Accepts and screens birth and death certificates for accuracy.  Prepares certified birth and death certificates as requested.  In absence of Chief Deputy Registrar, performs other Vital Statistic duties as needed.

Assumes various responsibilities at both Holmes and Washington CHD’s as back up to front office clerical staff such as answering telephone, making appointments, interviewing clients, and verifying income and insurance eligibility for various programs within the health department, working up records and duties required to operate the front office on a day-to-day basis.  Assures that medical records are in compliance and that the required front office forms are scanned and attached to the EHR properly.

Responsible for scheduling appointment with medical provider, follow-up after surgery and authorizations for payments for Sterilizations at both Holmes and Washington CHD’s.  Assures that the criteria have been met within the specified time limits according to policies and procedures.

Responsible for clinic schedule maintenance for providers and nurses.

Performs other related duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of office procedures and practices.
• Knowledge of the principles of correct grammar usage.
• Knowledge of basic arithmetic.
• Ability to supervise people.
• Ability to plan, organize and coordinate work assignments.
• Ability to determine work priorities, assign work, and ensure completion of assignments.
• Ability to review work for accuracy and quality of content.
• Ability to train others.
• Ability to assess employee work performance.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Ability to interpret rules, regulations, policies and procedures.
• Ability to perform basic arithmetical calculations.
• Ability to deal effectively with a variety of people.
• Ability to prepare reports and maintain records.

Minimum Qualifications:

• Required - must possess and maintain a valid state Driver’s License.
• Required - high school diploma or equivalent
• Preferred – experience supervising multiple staff
• Preferred - one or more years working in a medical office setting with purchasing and medical billing experience

* (Preference may be given to someone with supervisory experience or a nursing licensure)

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 / Holmes 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.