OFFICE OPERATIONS MANAGER II - SES - 64054033 - ANTICIPATED VACANCY

Requisition No: 871544 

Agency: Department of Health

Working Title: OFFICE OPERATIONS MANAGER II - SES - 64054033 - ANTICIPATED VACANCY

 Pay Plan: SES

Position Number: 64054033 

Salary:  $34,760 - $82,784.80 

Posting Closing Date: 03/08/2026 

Total Compensation Estimator Tool

Job posting category Internal Agency - Anticipated Vacancy

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, ensure proper coverage, and complete timesheets.

Supervises the front desk, Medical Records, Medical Records Release, Switchboard, Qflow/Patient Routing System, and Appointment desk. Supervise the Records Management Analyst-SES who manages Alachua and Southwest Clinics. Supervises work of subordinates and orients them to general policies, program and procedures.  Advises staff on problems arising in the work setting.  Ensures appropriate procedures are followed.  Communicates with employees both individually and in staff meetings.  Motivates employees to improve the quality and quantity of work performed.  Directs the workloads of employees to ensure maximum use of time and resources. Ensures updates are made to ACHD Internet, including forms and verbiage.

Analyzes current procedures, identifies organization difficulties which hinder clinic flow. Apprises supervisor of trends and develops procedural changes to correct identified difficulties. Implements said changes upon approval of the SPHSM. Tracks department productivity and errors. Maintains reporting on error trends identified for training purposes. Provides corrective training on error trends identified. Creates and maintains front desk procedures and protocols, updates as required and ensures adherence.

Responsible for building and maintaining clinic schedules in QFLOW/Patient Routing System and HMS. Responsible for managing QFLOW/Patient Routing System for Alachua and SW front desk and Main Site clinic including adding/deleting employees, creating calendars, updating routes and clinics, resetting IDs and all other duties associated with the QFLOW/Patient Routing System operation.

Receives and acts upon Alachua Cares enrollees by updating the client in the designated spreadsheet, faxing the applications to the county, following up on approvals and denials, and assigning staff to update HMS with the correct status if client is approved.  Backs up the PEPW program for ACHD, ensuring staff is trained in eligibility and monitoring error trends.

Serves as a Level 4 Budget Manager to include the preparation and monitoring of annual budget for assigned program area. This will require reviewing and monitoring of OCA budgets and EAR completion in an accurate and timely manner by the incumbent and all employees under their direct supervision. Must possess the necessary knowledge, skills, and abilities to be able to meet the core competencies regarding budget responsibilities and the computer skills to navigate the budget.  Review assigned program budgets and OCA balances monthly and at a minimum meet with the CHD Business Office quarterly to make any necessary budget adjustments. 

Maintains security and confidentiality of client medical records while in custody of medical records staff. Acts as Record Custodian for the Alachua County Health Department.

Responsible for securing the designated information sets for the purposes of protecting confidentiality, data integrity, and appropriate access for all information, both confidential and public records, which is stored in hard copy or electronic formats.   SSN view/edit access granted to perform duties.

Required Knowledge, Skills, and Abilities:

•           Word, Excel, HMS, FLMMIS, FLSHOTS, AVAILITY, CHANGE, WAGES, QFLOW/Routing System, 3rd party insurance websites. 

•           Strong customer service skills, ability to work with the public.

•           Knowledge of Medical Release and electronic health records.

•           Communicates effectively in written, oral, and electronic formats

•           Ability to identify and analyze problems and develop plans or procedures to correct these problems

•           Knows how to find essential information and identify resources

•           Uses logic and analysis to identify the strengths and weaknesses of different approaches.

Qualifications:

Minimum - •      5 years of supervisory / program management experience

•           5 years of Department of Health experience

•           Experience understanding and verifying Florida Medicaid, Medicare, or third-party insurance coverage through FLMMIS, Availity or other electronic methods.

•           Experience creating records, updating demographics, pulling reports, and scheduling appointments through HMS.

•           Experience creating records and updating demographics in Florida Shots.

Preferred - •     Ability to create, change, update, or delete schedules in HMS.

•           Familiarity registering/disabling users, creating, changing, updating, or deleting schedules, and managing reporting in QFLOW or another routing system.

•           Proficient in training individuals, small, and large groups

•           Speak professionally in public settings.

•           Bilingual

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:

Alachua County Health Department

224 SE 24th St, Gainesville, FL 32641

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.    

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.