OPERATIONS & MGMT CONSULTANT II - SES - 64027241

Requisition No: 837508 

Agency: Department of Health

Working Title: OPERATIONS & MGMT CONSULTANT II - SES - 64027241

 Pay Plan: SES

Position Number: 64027241 

Salary:  $45,000.00 to $50,000.00 Annually 

Posting Closing Date: 09/23/2024 

Total Compensation Estimator Tool

FLORIDA DEPARTMENT OF HEALTH - INTERNAL AGENCY OPPORTUNITY

Position: OPERATIONS & MGMT CONSULTANT II – SES, Position number: 64027241

Your Specific Responsibilities:

This position spends most 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 the supervision of staff, holds monthly staff meetings, directs the work of employees to ensure best use of time & resources.  Ensures coverage at all times of all positions within the business office, ensuring staff are cross trained. Approves leave, has the authority for hiring, and taking disciplinary action or effectively recommending such actions.

The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Clay County in its mission to protect, promote and improve the health of all people in Florida through integrated state, county and community efforts and its vision to be the Healthiest State in the Nation.  Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.

This position serves as the Business Office Supervisor and works under the general supervision of The Assistant County Health Department Director, position #64066618.  This position is responsible for the management of the business operations. 

The incumbent is responsible for supervising all aspects of the activities of the Clay County Health Department’s business office, accounting, and purchasing divisions.  Responsible for directing the workload and evaluating employees, planning, and directing the department in its financial and fiscal daily operations.  Additionally, this position will provide direct assistance to the Assistant CHD Director in the formulation of policies and procedures that have a significant impact in the preparation and administration of the Clay County Health Department budget.

Ensures the business office processes (eligibility process, fee collections and Medicaid and third-party billing) are monitored to ensure compliance with federal, state, and local guidelines.  Ensures random checks of the processes are made, immediately correcting errors, re-training/coordinating training for personnel.  Formulate new or revise existing policies, procedures, and protocols to assure conformance with State regulations and DOH policies.  Ensure that staff is aware of new and revised policies and protocols.

Supervise the preparation, maintenance, development, and auditing of the Health Department’s accounting data used to account for all fiscal transactions. Supervise and prepare all financial reporting data including reconciliation of FLAIR(SAMAS), completes yearend financial statements and reporting, E-payment report, annual SEFA reporting and other financial reports. Prepare and supervise the preparation and maintenance of financial data on cash receipts and disbursements and submit financial statements as required. Supervise the preparation and processing of purchase requisitions, purchasing card transactions and invoices for payments, ensuring accounts payable process is performed effectively and in compliance with all applicable rules and policies. Acts as agency purchasing card and Ariba administrator, establishing user access for DOH Clay staff as indicated. Maintain and update the Business office page on the Clay CHD SharePoint site. Creates and updates desktop guidelines for the business office.

Monitor the preparation of all Patient, Third Party, Medicaid, Medicare, and HMO billing and receipt of payments that are performed by the billing contractor (Volusia County CHD). Monitors accounts receivables. Maintains knowledge of DOH billing systems, perform follow-up, research, collection, and maintenance for accounts receivable and payable.  Serves as the County Health Department’s Group Security Administrator for Florida Medicaid Management Information System (FLMMIS) Medicaid Access for determining client eligibility. Prepares and updates the sliding fee schedule for self-pay services annually each January as indicated and approved by the BOCC. Prepare and submit Medicaid CBR report annually. Update Medicaid cost-based rate annually as indicated after CBR approvals. Serves as a liaison with the clinic and the VCHD billing hub.

Maintain and monitor revenue intake such as cash, checks and credit card transactions throughout DOH Clay sites. Acts as the accounting liaison between all DOH Clay divisions including but not limited to the clinic, vital statistics, environmental health, and administration. Ensure proper processing of daily accounts payable; ensuring the process of posting revenues in the state accounting system is performed effectively, in compliance with all applicable rules and policies.  Serves as the cash custodian, responsible for local petty cash/change funds and establishing sub custodian accounts by assigning cash boxes. Responsible for the quarterly and annual cash change fund audits. Assure proper coding of expenditures and revenues for entry in FLAIR, conduct vendor research, maintain vendor listings, review State/County vendor contracts and pricing.  Ensures the accounts payable process is performed effectively and in compliance with all applicable rules and policies.

Provide direct assistance and data for the development of the annual budget, cost-based reimbursement, and county and state contracts.  Assist and advise the Assistant CHD Director regarding departmental spending, in preparing variance reports and amendments as needed. Provide training and assistance in all areas related to the agency’s business office (travel, billing, invoice processing, purchasing practices) as they are given under the directive of the Florida Statutes, State Policies and Procedures. Acts as agency travel champion. Attend Quarterly Business Manager’s meetings. 

Assign backup assistance and provide direct assistance to operator during peak call volumes, as well as back up to vital statistics as CDR.

Performs all the other duties as required.

Required Knowledge, Skills, and Abilities:

Ability to document work flow and other activities relating to the improvement of management practices; Ability to conduct fact-finding research; Ability to collect and analyze data and develop specific programs to correct such deficiencies; Ability to utilize problem-solving techniques; Ability to work independently; Ability to plan, organize and coordinate work assignments; Ability to supervise people; Ability to assess training needs; Ability to make training presentations; Ability to develop and apply program measurement criteria; Ability to communicate effectively; Ability to establish and maintain effective working relationships with others; Ability to formulate policies and procedures; Ability to evaluate and analyze training data; Experience with MS Office; Ability to understand and apply applicable rules, regulations, policies and procedures relating to business office functions; General knowledge of state financial and reporting systems; Ability to plan, organize and coordinate work assignments; Ability to recognize and satisfy customer needs; General knowledge of the principles and practices of personnel administration; knowledge of sound techniques in all aspects of personnel management; knowledge of the organizations and operations of administrative programs; ability to develop long-term plans and programs and to evaluate work accomplishments; ability to apply and adapt practices and techniques to the special requirements of senior management; ability to establish and maintain effective relationships with other management staff, employees, and the general public; ability to present facts and recommendations effectively in oral and written form.

Qualifications:

Minimum –

• Must have at least 3 years’ experience working in a business office setting performing accounting functions.
• Must have experience using the state of Florida’s procurement system, MyFlorida Marketplace (MFMP) within FDOH researching vendors, creating purchase orders & processing invoice reconciliations.
• Must have experience with the Statewide Travel Management System (STMS) within FDOH, requesting travel authorizations and reimbursement, verifying travel object codes, and attaching travel related documents in the system.
• Must have experience working with the Health Management System (HMS) within FDOH to include pulling reports from the report portal, cashier, and billing reports.
• Must have experience using the Financial Information Reporting System (FIRS) within FDOH for budget monitoring and review, including making updates and adjustments to revenue and expense categories.
• Must have experience using the Financial Information System (FIS) within FDOH to review department transactions and pull data to process revenue and expense corrections as indicated.
• Must have experience with accounts receivable to include deposit preparation and accounts payable, processing invoices for payment.

Preferred –

• Bachelor’s degree

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 novation: 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:

Florida Department of Health Department in Clay

1845 Town Center Blvd  

Fleming Island, FL 32003

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:

NOTE:  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. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check.

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. 

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.