STAFF ASSISTANT - 64065132

Requisition No: 848403 

Agency: Department of Health

Working Title: STAFF ASSISTANT - 64065132

 Pay Plan: Career Service

Position Number: 64065132 

Salary:  $33,760.00 - $36,000.00 

Posting Closing Date: 03/18/2025 

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                                                                                                            Job posting category - Open Competitive

Your Specific Responsibilities:    

This position is responsible for the professional and efficient handling of the office of DOH HIV/ AIDS Surveillance in Area 11 Miami Dade & Monroe Counties, performing daily downloading of HIV/ AIDS Related Labs. & documents, coordinating, editing, analyzing & scanning of the HIV/ AIDS Case Reporting Forms CRFs . This Position requires the incumbent to work independently as the Liaison between Area 11 & the SHO in Tallahassee. Incumbent will follow Health Insurance Portability & Accountability Act (HIPPA) protocol. Incumbent will establish good rapport with staff and clients, providing positive customer service & adhering to established Health Department policies and procedures.

Incumbent will be responsible for downloading & printing of all Area 11 date stamped Labs. as assigned & received by the SHO in Tallahassee, via the HAL System, after record searching in Axion Pro.  Responsible for the daily assignment & distribution of pending labs. among the proper Area Field Managers for further field investigation, completion, the proper coding, disposing & reported on an Adult or Ped. CRF of all completed cases, to assure entry by SHO in EHARS within 72 hours after the daily scanning in the Scan Folder with proper electronic filing of new or updated cases as per the SHO SOP & QI/QA process in place, for all cases that meet CDC case definition as defined in F.S. 381.0031, Rule 64 D-3 FAC within 30 days. Responsible for the performance of quick record searching, alphabetical sorting of all HIV/ AIDS Related Labs. & documents by patient name, disposing & closing any labs. that requires no further field investigation, generating reports of all pending cases over 30 days since diagnosis, to the HIV/ AIDS Surveillance Manager, M/HCPA-SES on biweekly basis. Wil report any unmet SHO Benchmarks & will be constantly abiding with DOH Health Information Security & Confidentiality Policies, & reporting any incidence to the FDOH-Miami Dade, HIV/AIDS Surveillance Program Manager, M/HCPA-SES within 24 hours of occurrence.

Act as the Area 11 Miami Dade HIV/ AIDS Surveillance Data Processing Liaison, following up with the SHO Area 11 case manager & the SHO supervisory Staff Members of HAL & EHARS data managers for proper disposition, cleaning up data & duplicated files, as well as performing the job duties as the local Liaison & as an  alternative back up to the HIV/ AIDS Surveillance Liaison to STD Surveillance/ HIV Prevention in Miami Dade, Monroe County, as well as the JMH/ UM Surveillance Liaison, working independently, constantly record searching cases to avoid duplication, distributing & coordinating the reporting back & scanning to the Scan Folder & SHO Folder, updating, disposing, electronic coding, closing, & electronic filing, & tracking of all pending cases under investigation, to include Out Of Jurisdiction (OOJ) reports, Retro cases, & Look Back Reviews of all pending Labs. in HAL on daily basis, prioritizing cases as new or updates, updating each status, reporting sources & critical data, all reported on Adult or Peds. CRFs as applicable by age upon completion & proper coding by each Area Field Manager, after investigation closure & constantly reminding Area Field Managers of the Stipulated time frames, while following up on each pending case, to meet or exceed the timeliness of reporting & NIR Reclassification SHO Bench marks, as per the SOP in place.

Ensure the Peds. Exposed cases are assigned daily & Perinatal department gets all copies of Perinatal Exposed Peds & Moms CRFs with birth records, upon receipt back from Area Field Manager within 24 hours. Constantly assigning Peds. Unresolved cases with Mom’s Birth records & all rescans from the SHO, to include all COPHI, False Positive cases, Death Certificates, change of status Non updated AIDS new cases, cases followed up with STD/ HIV Prevention program for follow up, partner notification, linkage to care, & all pending cases in need of further field investigation will be distributed to the proper Area Field Manager for further investigation, disposition & closure with updated CRFs scanned back to the SHO after completion to be updated in EHARS within 72 minutes after scanning back, assuring the capture of missing critical data to ensure the highest level for accuracy & completion of data of all cases reported cases meeting CDC case definition, when scanned via the SHO Folder in a timely manner with identified risk factors, meeting or exceeding SHO set Benchmarks, & easily tracked to assure entry in EHARS at any time.

Responsible for the proper filing of electronic & hard copies CRFs reports, labs & all HIV/ AIDS supporting documents, as well the organizing and maintaining of  the program files, reports and records and for securing, labeling, date stamping, picking up mail & properly packaging out mail as per the SOP in place, reviewing, updating case reports, records and labs for archiving, &  electronically data tabulation & proper storage of files within operating systems this position is responsible to run reports on quarterly basis, after checks are completed, for proper disposition of duplicated  cases & records of OOJ, OOS,…  including but not limit to the proper date stamping & electronic filing, tracking & maintenance of all reported cases & documents & the  alphabetical filing of hard copy records by date of reporting, & Area Field Manager as provider base, including the maintaince of a tracking system for assigned special projects and progress for quality improvement and linkage/data to Care List as received from Tallahassee, as well as the Quarterly shredding of documents kept over 90 days. 

Organizes and maintains office files, supplies and keeps inventory. Assist in the preparation of warehouse/work orders for the Office of HIV/AIDS Surveillance. Coordinates program meetings and notifies attendees. Prepares agenda, handouts, attendance sing-in list, minutes and assists as needed during meetings.  Provides clerical support to other staff member (i.e. typing, copying, processing incoming correspondence and routing faxes in a timely and accurate manner) Screens incoming calls from the public and health care providers and transfer call to appropriate staff or office manager as appropriate including but not limited to taking of Physicians/Facilities phone reports, record searching and assisting with completion of forms as required..

Assist biweekly reporting of pending cases & reported cases with NIR over 30 days to the HIV/ AIDS Program Manager generated by Provider in each Area Field Manager Zone after reassignment of those labs. for field investigation assuring the disposition of those cases before the monthly transfer, generating a follow up compliance report after every pending case is individually tracked to assure entry in EHARS.

Assist quarterly matching of NIR cases against the MMP Patient Interviewed list to assure each previously reported NIR list with a newly identified risk after the patient interview was conducted is captured & reclassified by the MMP Coordinator or the NIR Coordinator.

Any other duties as assigned by the HIV/ AIDS Surveillance Program Manager, as per the need of the program or MDCHD.

Required Knowledge, Skills, and Abilities:

• Knowledge of office procedures and practices and the ability to understand and apply applicable rules, regulations, policies and procedures.
• Knowledge of HIV/AIDS.
• Ability to maintain strict confidentiality.
• Ability to deal with the public and other agency programs in a tactful and courteous manner.
• Ability to utilize problem-solving techniques.
• Ability to prepare reports and correspondence.
• Ability to plan, organize and coordinate work assignments.
• Ability to develop and implement office procedures.
• Ability to follow instructions.
• Ability use computer programs i.e. Word, Excel, Outlook, Access, and report generation.
• Ability to review data for accuracy and completeness.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Knowledge of HIPAA and client confidentiality requirements.    

Qualifications:

Customer service experience.  Experience handling confidential information.

Preferred

The incumbent in this position is preferred to be bilingual in English and Spanish. 

Where You Will Work:

971 NW 2nd Avenue, Miami, Florida. 33128.

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.

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.

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.