ADMINISTRATIVE ASSISTANT II - SES - 64029857

State of Florida • Jacksonville Beach, FL

6d • Onsite

About The Position

Responsible for directing the daily activities of the Data Entry section of the Bureau of Public Health Laboratories.  This involves the demographic entry of Newborn Screening Specimen collection cards (DH677) and verification of Electronic Lab Orders (ELO). Activities include client contact, researching discrepancies, printing and mailing results, validation activities and working closely with Children’s Medical Services (CMS), the laboratory, and other sections. 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.

Supervise the work of employees to ensure the maximum use of time and resources. Plan prepare and revise work schedules and duty assignments as required. Manage temporary staffing as required to meet section workloads, including ensuring invoices are processed in accordance with F.S. 215.422.

Develop policies and procedures to establish standard and uniform guidelines for data entry activities. Ensure HIPAA compliance and clients are provided with good customer service relations.  Remain current and ensure adherence to Department of Health Information Security and Privacy Policy (DOHP 50-10-16) and related procedures.

Coordinate activities with the Customer Service section including Pre-op work, confirmation list, keying requisition cards, validation of requisition cards and linking.

Work on Newborn Screening Incomplete Demographic list, Confirmation lists and linking activities. Communicate with submitting facilities to obtain missing information and ensure input into Screening Center. Assist in section tasks to improve productivity and ensure turn-around times and established deadlines are met. Monitor and respond to emails and phone calls in a timely manner. Maintain proficiency with Screening Center and Labware applications.

Prepare statistical reports, summaries, and other administrative reports. Carry out special projects as assigned and present findings to management.  Ensure records are properly maintained and organized. Attend trainings and meetings as required. Back-up Customer Service Supervisor as required.

Perform other required duties as necessary.

Requirements

• Knowledge of accounting principles, practices, and procedures.
• Knowledge of the methods of data collection.
• Ability to prepare and maintain a variety of accounting records.
• Ability to plan, organizes and coordinate work assignments.
• Ability to communicate effectively.
• Ability to utilize problem solving techniques.
• Customer Service and Data Entry experience in a laboratory or public health environment.

Nice To Haves

• Associate or bachelor’s Degree.

Responsibilities

• Directing the daily activities of the Data Entry section of the Bureau of Public Health Laboratories
• Supervisory responsibilities
• Supervise the work of employees
• Develop policies and procedures to establish standard and uniform guidelines for data entry activities
• Coordinate activities with the Customer Service section
• Work on Newborn Screening Incomplete Demographic list, Confirmation lists and linking activities
• Prepare statistical reports, summaries, and other administrative reports

Benefits

• 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
• Flexible Spending Accounts.
• Tuition waivers.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree