DOCUMENT SPECIALIST SUPERVISOR - SES - 64041156 1

Requisition No: 857224 

Agency: Department of Health

Working Title: DOCUMENT SPECIALIST SUPERVISOR - SES - 64041156 1

 Pay Plan: SES

Position Number: 64041156 

Salary:  $38,000.00 - $43,000.00 

Posting Closing Date: 08/03/2025 

Total Compensation Estimator Tool

Your Specific Responsibilities:

This position spends the majority 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.

This position is responsible for managing clerical staff in the administrative support functions of the Hernando County Health Department Clinic intake area(s). Develops long-range departmental plans, coordinates activities, and implements procedures to improve customer service and productivity.  Responsible for the security of medical records and quality assurance and review activities. Responsible for initiating all associated personnel actions or effectively recommends such actions be processed as required.

This position works in the Brooksville and the Spring Hill clinic.  Directly responsible for ensuring that client intake, financial eligibility determination, scheduling, cashiering, and any and all support functions are provided by the intake area(s) staff.  Ensures that clinic schedules in Health Management System are built, maintained, updated as indicated.    

Directly supervises medical records staff and support staff including but not limited to: Interviewing Clerks, Senior Clerk, Public Assistance Specialist, Senior Clerical Specialist, and Records Technicians.  Trains employees in methods for performing an effective and efficient job, including the use of computers.  Ensures staff is completely trained in their individual areas of responsibility within established time frames.  Cross-trains subordinate staffing in all areas of responsibility and programs; staff is rotated to allow them to maintain proficiency.

Refugee Health Coordinator including training staff, qualifying patients, financial reporting.

QI mentor for Clinic Services staff.  Manage staff processing of Medicaid Waiver Program and Presumptive Eligibility for Pregnant Women program (PEPW). 

Acts as back up to Medical Records Tech, process medical records, authorization to disclose.

HMS clinic schedule maintenance.

Patient Flow control and coordination.  This includes monitoring and acting as manager with patient flow software (JTech).  Scheduling appropriate staff and working in tandem with nursing supervisor, Director of Nursing and Administrative Services Director to ensure a quality patient experience completed in the most efficient manner.

Timely certification of staff EARs as well as timely approval of personal EARs reports in HMS. Communicates with staff on a regular basis both individually and in staff meetings. Follows guidelines as set forth for the use of the State of Florida Purchasing Card as the holder and use of a Purchasing Card.

Resolves complaints and ensures that customer questions are answered.  Consults with supervisor and acts as liaison with other Hernando CHD departments, providing technical assistance to others as needed. 

Fills in for subordinate staff as needed, assisting staff with heavy workloads and clinic schedules. Works front desk, switchboard, appointment desk, and in records room, to ensure accuracy and completion of task assigned to subordinate staff along with maintaining quality, quantity, and efficient services to both internal and external customers.

Implements and performs quality assurance checks and surveys regarding all programs and staff duties. Prepares monthly, quarterly, or annual reports as requested.  Reviews all billing slips for errors upon return to the Clerk at exit, verifying accuracy and completeness prior to submission to Fiscal.  To aid in planning and service utilization, reviews and analyzes clinic flow activities and data by breaking down information and data into separate parts and weighing the relative costs and benefits.

This position develops, maintains, and administers written and approved policies and procedures for client intake, medical records, and client financials.  Interprets and communicates policies.

Attends training seminars and classes as they become available to maintain and improve competency in all areas.

Performs other related duties as required or requested.

Responsible for securing the designated information set for the purposes of protecting confidentiality, data integrity, and appropriate access, for all information both confidential and public record, which is stored in hard copy or electronic formats.

Required Knowledge, Skills, and Abilities:

• Management of Personnel Resources Motivating, developing, and directing people as they work, identifying the best people for the job.
• Judgment and Decision Making          Weighing the relative costs and benefits of a potential action.
• Management of Financial Resources Determining how money will be spent to get the work done, and accounting for these expenditures.
• Service Orientation              Actively looking for ways to help people.
• Social Perceptiveness          Being aware of others' reactions and understanding why they react the way they do.
• Coordination         Adjusting actions in relation to others' actions.
• Speaking Talking to others to effectively convey information.
• Writing   Communicating effectively with others in writing as indicated by the needs of the audience.
• Reading Comprehension     Understanding written sentences and paragraphs in work related documents
• Active Listening    Listening to what other people are saying and asking questions as appropriate.
• Information Gathering          Knowing how to find information and identifying essential information.
• Time Management Managing one's own time and the time of others.
• Critical Thinking   Using logic and analysis to identify the strengths and weaknesses of different approaches.
• Identifying Downstream Consequences            Determining the long-term outcomes of a change in operations
• Implementation Planning     Developing approaches for implementing an idea.
• Identification of Key Causes Identifying the things that must be changed to achieve a goal.
• Visioning               Developing an image of how a system should work under ideal conditions.
• Administration and Management        Knowledge of principles and processes involved in business and organizational planning, coordination, and execution. This may include strategic planning, resource allocation, manpower modeling, leadership techniques, and production methods.
• Personnel and Human Resources      Knowledge of policies and practices involved in personnel/human resource functions.
• Education and Training       Knowledge of instructional methods and training techniques including curriculum design principles, learning theory, group and individual teaching techniques, design of individual development plans, and test design principles.
• Economics and Accounting Knowledge of economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data.
• Mathematics          Knowledge of numbers, their operations, and interrelationships including one or more of the following:  arithmetic, algebra, geometry, calculus, statistics, and their applications
• English Language Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Law, Government and Jurisprudence Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process
• Customer and Personal Service          Knowledge of principles and processes for providing customer and personal services including needs assessment techniques, quality service standards, alternative delivery systems, and customer satisfaction evaluation techniques.
• Public Safety and Security   Knowledge of some or all the following: weaponry, public safety, security operations, rules, regulations, precautions, prevention, protection of people, data and property
•  

Qualifications:

Minimum:

• one year customer service experience
• one year office experience
• one-year supervisory experience
• Proficiency in Microsoft office
• Proficiency in basic data entry software
• ability to lead and manage teams, including hiring, evaluating, and scheduling staff

Preferred

• bilingual (English/ Spanish)

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:

7551 Forest Oaks Boulevard Spring Hill, FL 34606

300 S Main Street Brooksville, FL 34601

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.