OFFICE OPERATIONS SUPERVISOR II-SES
Location: Florida
Description: PeopleFirst Florida HR is at present recruited OFFICE OPERATIONS SUPERVISOR II-SES right now, this vacancy will be placed in Florida. For complete informations about this vacancy opportunity kindly read the description below. .
OCCUPATION PROFILE
JOB FAMILY: OFFICE AND ADMINISTRATIVE SUPPORT
OCCUPATIONAL GROUP: OFFICE AND ADMINISTRATIVE SUPPORT
43-1011
REQUIREMENTS
Must have at least 2 years of experience directly supervising employees. Must have at least 2 years of experience working in a front office in a clinic at a county health department. Must have experience with records management such as record requests and record retention rules.
**NOTE: All responses provided to the qualifying questions for this vacancy advertisement must be verifiable on your State of Florida Employment Application. **
All applications must be completed online through People First. No faxed or mailed applications will be accepted by the agency.
This position requires a security background check and participation in direct deposit. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check.
May be required to work ex! tra hours or days in the event of an emergency.
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.
KNOWLEDGE, SKILLS & ABILITIES
Knowledge of computer software (Microsoft Word, Excel, HCMS, FMMIS, FLORIDA). Strong customer service skills, ability to work with the public. Knowledge of Human Resources process in regards to advertising, hiring, etc.
POSITION DESCRIPTION
This position supervises the front desk sta! ff and other staff as assigned. This position reports directly to the Senior Community Health Nursing Director. This position will be based in Bradford County but will require weekly travel to Union County.
Supervises the front desk. Supervises work of subordinates and orients them to general policies, program and procedures. Advises staff on problems arising in the work setting. Ensure appropriate procedures are followed. Evaluates employees by establishing criteria and responsibilities. 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.
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. Track department produc! tivity and errors. Provide monthly report to the with error trends iden! tified for training purposes. Provide corrective training on error trends identified.
Recruits, orients, and trains staff. Maintains updated position descriptions, coordinates work assignments, and ensures assignments are completed. Writes performance standards and completes performance appraisals. Evaluates employees by establishing criteria and responsibilities. Communicates with employees both individually and in staff meetings. Motivates employees to improve the quality and quantity of work performed when necessary.
Maintains security and confidentiality of client medical records while in the custody of medical records staff. Maintains inventory system for all medical records indicating record activity, clinic of service or inactive storage location. Acts as Record Custodian for the Bradford and Union County Health Department.
Administrates the Family Planning Waiver program. Ensures applications are acted upon timely and correctly. Reports as! directed. Administrates the PEPW program, ensuring staff are trained in eligibility and monitoring the process for error trends.
Liaison to consortium personnel Office (Bradford/Union CHD). Responsible for submitting necessary forms for hiring, changes in personnel including but not limited to CARs, hiring packets, position descriptions, performance standards.
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.
Responsible for being required to work during or beyond normal work hours or days in the event of an emergency. Emergency operation functions required are but are not limited to special needs shelters, Red Cross shelters, or other emergency functions.
DESCRIPTION
This is work supervising and coordinating the activities of ! clerical and administrative support workers.
EXAMPLES OF WORK !
Supervises and coordinates activities of workers engaged in clerical or administrative support activities.
Plans, prepares, and revises work schedules and duty assignments according to budget allotments, customer needs, problems, work-loads, and/or statistical forecasts.
Evaluates subordinate job performance and conformance to regulations, and recommends appropriate personnel action.
Oversees, coordinates, or performs activities associated with shipping, mailing, receiving, distribution, and transportation.
Verifies completeness and accuracy of subordinates' work, computations, and records and corrects errors.
Interviews, selects, and discharges employees or effectively recommends such actions.
Consults with supervisor, management, work units or other organizations to resolve problems.
Reviews records and reports pertaining to the operations of the work unit.
Trains employees in work and safety! procedures and agency policies.
Participates in work of subordinates to facilitate productivity or overcome difficult aspects of work.
Examines procedures and recommends changes to save time, labor, and other costs and to improve quality control and operating efficiency, and implements approved changes.
Maintains records of such matters as inventory, personnel, orders, supplies, and equipment maintenance.
Identifies and resolves discrepancies or errors.
Compiles reports and information required by management or governmental agencies.
Plans layout of stockroom, warehouse, or other storage areas, considering turnover, size, weight, and related factors pertaining to items stored.
Inspects equipment for defects and notifies maintenance personnel or outside service contractors for repairs.
Analyzes financial activities of work unit and assists in planning budget.
Computes figures, such as balances ! and totals.
Requisitions supplies.
Supervises and coo! rdinates activities of workers engaged in customer service activities.
Interprets and communicates work procedures and agency policies to staff.
Resolves complaints and answers questions of customers regarding services and procedures.
Prepares, maintains, and submits reports and records.
EXAMPLES OF JOB CHARACTERISTICS
Coordinating Work and Activities of Others
Coordinating members of a work group to accomplish tasks.
Guiding, Directing and Motivating Subordinates
Providing guidance and direction to subordinates, including setting performance standards and monitoring subordinates.
Performing Administrative Activities
Approving requests, handling paperwork, and performing day-to-day administrative tasks.
Coaching and Developing Others
Identifying developmental needs of others and coaching or otherwise helping others to improve their knowledge or skills.
Establ! ishing and Maintaining Relationships
Developing constructive and cooperative working relationships with others.
Getting Information Needed to do the Job
Observing, receiving, and otherwise obtaining information from all relevant sources.
Staffing Organizational Units
Recruiting, interviewing, selecting, hiring, and promoting persons for the organization.
Communicating With Other Workers
Providing information to supervisors, fellow workers, and subordinates. This information can be exchanged face-to-face, in writing, or via telephone/electronic transfer.
Documenting/Recording Information
Entering, transcribing, recording, storing, or maintaining information in either written form or by electronic/magnetic recording.
Organizing, Planning, and Prioritizing
Developing plans to accomplish work, and prioritizing and organizing one's own work.
Resolving Conflict, Negotiating! with Others
Handling complaints, arbitrating disputes, and re! solving grievances, or otherwise negotiating with others.
Scheduling Work and Activities
Scheduling events, programs, activities, as well as the work of others.
EXAMPLES OF KNOWLEDGE, SKILLS AND ABILITIES
Coordination
Adjusting actions in relation to others' actions
Management of Personnel Resources
Motivating, developing, and directing people as they work, identifying the best people for the job
Time Management
Managing one's own time and the time of others
Speaking
Talking to others to effectively convey information
Reading Comprehension
Understanding written sentences and paragraphs in work related documents
Monitoring
Assessing how well one is doing when learning or doing something
Problem Identification
Identifying the nature of problems
Critical Thinking
Using logic and analysis to identify the stren! gths and weaknesses of different approaches
Active Listening
Listening to what other people are saying and asking questions as appropriate
Instructing
Teaching others how to do something
Service Orientation
Actively looking for ways to help people
Writing
Communicating effectively with others in writing as indicated by the needs of the audience
Implementation Planning
Developing approaches for implementing an idea
Mathematics
Using mathematics to solve problems
Bookkeeping
Ability to maintain bookkeeping records and inventories
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
Clerical
Knowledge of ! administrative and clerical procedures and systems
English Lan! guage
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
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
Personnel and Human Resources
Knowledge of policies and practices involved in personnel/human resource functions
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
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 the 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
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LICENSURE, CERTIFICATION OR REGISTRATION REQUIREMENTS
EFFECTIVE
7/01/02
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If you were eligible to this vacancy, please email us your resume, with salary requirements and a resume to PeopleFirst Florida HR.
If you interested on this vacancy just click on the Apply button, you will be redirected to the official website
This vacancy starts available on: Mon, 08 Jul 2013 12:38:24 GMT