OFFICE OPERATIONS MANAGER II - SES - 64064927

State of Florida • Jacksonville Beach, FL

5d • Onsite

About The Position

Responsible for directing the daily activities of the Customer Service section of the Bureau of Public Health Laboratories.  This encompasses processing of Newborn Screening Specimen collection cards (DH677), Clinical Lab Submission forms (DH1847) and Electronic Lab Orders (ELO). Activities include client contact, researching errors, obtaining missing critical field information from hospitals and birthing centers, printing and mailing results, validation activities and working closely with Children’s Medical Services (CMS), 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.

Motivate and train employees to improve the quality and quantity of work performed. 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 customer service 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.

Aid the Data Entry section and work closely with Data Entry section supervisor to coordinate activities which include: Pre-op work, confirmation list, keying requisition cards, validation of requisition cards and linking.

Work on Screening center exception list, Mail to, Deceased baby, and corrections report. Ensure Labware keying, review and timely mailing of results. Assist in section tasks to improve productivity and ensure turn-around times (TAT) 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 Data Entry 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 and at least 3 years of supervisory experience.

Responsibilities

• Directing the daily activities of the Customer Service section of the Bureau of Public Health Laboratories
• Processing of Newborn Screening Specimen collection cards (DH677), Clinical Lab Submission forms (DH1847) and Electronic Lab Orders (ELO)
• Client contact, researching errors, obtaining missing critical field information from hospitals and birthing centers, printing and mailing results, validation activities and working closely with Children’s Medical Services (CMS), Laboratory and other sections
• Communicating with, motivating, training, and evaluating employees in addition to planning and directing employees' work
• Hiring, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action
• Develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensuring proper coverage, and complete timesheets
• Motivate and train employees to improve the quality and quantity of work performed
• 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 customer service 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
• Aid the Data Entry section and work closely with Data Entry section supervisor to coordinate activities which include: Pre-op work, confirmation list, keying requisition cards, validation of requisition cards and linking
• Work on Screening center exception list, Mail to, Deceased baby, and corrections report
• Ensure Labware keying, review and timely mailing of results
• Assist in section tasks to improve productivity and ensure turn-around times (TAT) 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 Data Entry Supervisor as required
• Perform other required duties as necessary

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: Manager
• Education Level: Associate degree