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OPS STAFF ASSISTANT - 65650065

Date: Oct 9, 2021

Location: DAYTONA BEACH, FL, US, 32114

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

Requisition No: 461801 

Agency: Elder Affairs

Working Title: OPS STAFF ASSISTANT - 65650065

Position Number: 65650065 

Salary:  $13.00 HOURLY 

Posting Closing Date: 10/22/2021 

DEPARTMENT OF ELDER AFFAIRS

CARES 4B

 

*****OPEN COMPETITIVE*****

 

 

 

PAPER APPLICATIONS WILL NOT BE ACCEPTED BY THE AGENCY. APPLICATIONS MUST BE SUBMITTED THROUGH THE PEOPLE FIRST SYSTEM.

 

Mission Statement: To promote the well-being, safety, and independence of Florida’s elders, their families, and caregivers.

Vision Statement: For all Floridians to live well and age well.

 

 

DUTIES AND RESPONSIBILITIES:

This is a highly responsible position that provides comprehensive administrative support in a team environment.

 

Duties and Responsibilities include but are not limited to the following:

 

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 & ABILITIES REQUIRED:

Possess 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:

Must have an Associate’s degree or higher from an accredited college or university and one (1) year of professional secretarial or clerical work experience; or three (3) or more years of professional secretarial or clerical work experience; or a combination of education, professional experience with at least one (1) year of professional secretarial or clerical work experience, totaling three (3) or more years.

 

SPECIAL NOTES:

Preference will be given to the Department of Elder Affairs employees.

 

BACKGROUND CHECKS:

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

 

APPLICANT INFORMATION:

Applicants should apply on-line via the People First Website https://peoplefirst.myflorida.com by 11:59 p.m. (EST) on the closing date of the position vacancy advertisement but are strongly encouraged to apply by 6:00 p.m. on the closing date to avoid any system down times or any other complications that may arise.

 

If you have problems applying on-line, call the People First Service Center at 1-877-562-7287. Paper applications will not be accepted by the agency.

 

The Department of Elder Affairs is an "older worker-friendly" employer and also lists vacancies on the Silver Edition website, found at http://silver.employflorida.com, that connects persons age 50 and older with other businesses/volunteer organizations/employers who specify they are "older worker-friendly."

 

The Department of Elder Affairs is an E-Verify employer and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each New Employee’s I-9 Form to confirm work eligibility.

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. 


Nearest Major Market: Daytona Beach