OPS STAFF ASSISTANT - 64906621

State of Florida • Fort Lauderdale, FL

5d • Onsite

About The Position

This position requires you to work on site at one of our facilities located throughout Broward County.

This is an in-office position.

This is an OPS (Other Personal Services) positions and as such no paid time off is offered. Health benefits will be offered for full-time employment. OPS employees are eligible to participate in a deferred compensation plan.

We request that all applications be completed with People First - no faxed or mailed applications to the agency. Experience, education, and/or training used to meet the minimum qualifications and in response to the qualifying questions must be verifiable through information contained in your application.
When completing the online application, all gaps of employment or education greater than 90 days starting from high school must be explained (approximate date, month, and year) identifying company name or if unemployed. Incomplete applications will not be considered.

POSITION DUTIES & RESPONSIBILITIES:

Responsible for downloading of Labs from Tallahassee through HAL system and utilizing of Adobe program in order to correctly place document Labels on Labs before printing, checking labs to determine status of the lab, sorting and distributing of said Labs Entering labs on Surveillance Access Spreadsheet, scanning labs and attached case reports back to Tallahassee. Due to the Stipulated time frames, assigned to all areas by Tallahassee and CDC a quick review of Labs/Case Reports, DC documents and Rescans must be done. Checking for case numbers and Status on Images/Axiom Programs and updating of Access Spreadsheet on daily basis. In addition, individual is responsible for distinguishing if Lab is a Retro, New or Update. Updating and maintaining Area 10 Spreadsheet which is also currently utilized by Supervisor to obtain statistical information.

Checking and Printing Rescan and Death Certificates Folder and ensuring timely returns to Tallahassee.
Analyzing spreadsheet data and identifying issues/solutions that assist core staff with completing their physical case reports, meeting monthly deadlines, creating and producing individual reports and reviewing with core staff for accuracy of reported information and, creating and producing individual reports for review with core staff the accuracy of information and necessary changes on monthly basis.
Individual is required to sort and file documents in an organized and accurate manner which will permit locating of Case reports and Labs when and if necessary and organize and maintain the program files, reports and records and for securing, labeling and packaging all case report records and labs for archiving, electronically placing within the system for storage.
On quarterly basis, after checks are completed, individual is responsible for disposing of case reports and labs by Shredding individual Case Report Forms; also, responsible for maintaining a tracking system for assigned special projects and progress for quality improvement and linkage/data to Care List as received from Tallahassee.
Assist Medical Monitoring Project coordinator with mailings and letters to clients.
Actively checking fax machine for Labor and Delivery faxes and ensuring that Perinatal department gets the necessary information upon receipt. Assisting with and completing packages and presentation for 500/501 training sessions bimonthly and other presentations as required for Trainings.

General Staff Assistant Duties:

Maintains and updates calendars of office and Supervisor's activities.
Organizes and maintains office files, supplies and keeps inventory.
Prepares purchase requisitions as warranted.
Prepares and submits travel arrangements as requested, assists in planning meetings, including sending out email notices of time and place for meetings, typing and distribution of minutes of meetings, preparing agendas and assisting in creating reports as necessary.
Receives and date stamps of all incoming mail and distributes to appropriate staff.
Receives and screens incoming calls and provide information to callers.
Provides support and coordination of office activities as required, including but not limited to answering phones, taking of Physicians/Facilities phone reports, record searching and assisting with completion of forms as required.
Performs other duties as assigned.

Requirements

• Willing to work before, during, and/or beyond normal work hours or days in the event of an emergency. This may include working in a special needs or Red Cross shelter, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.
• This position is a full-time, in-office position. Willing to physically come in the office to perform the duties and responsibilities of the position.
• This position requires current authorization to work in the United States without employer sponsorship. The Department of Health is unable to provide employment visa sponsorship. Are you authorized to work in the United States without employer sponsorship?
• Experience supporting program management and office staff by performing clerical duties.
• Experience using Excel and/or Access database.
• Experience working in HIV or other communicable disease programs.

Nice To Haves

• Associate degree or higher from an accredited college or university.
• Work experience with HIV laboratory test results.
• Experience in handling or working with medical records.
• Experience working with confidential health information.

Responsibilities

• Responsible for downloading of Labs from Tallahassee through HAL system and utilizing of Adobe program in order to correctly place document Labels on Labs before printing, checking labs to determine status of the lab, sorting and distributing of said Labs Entering labs on Surveillance Access Spreadsheet, scanning labs and attached case reports back to Tallahassee.
• Checking and Printing Rescan and Death Certificates Folder and ensuring timely returns to Tallahassee.
• Analyzing spreadsheet data and identifying issues/solutions that assist core staff with completing their physical case reports, meeting monthly deadlines, creating and producing individual reports and reviewing with core staff for accuracy of reported information and, creating and producing individual reports for review with core staff the accuracy of information and necessary changes on monthly basis.
• Individual is required to sort and file documents in an organized and accurate manner which will permit locating of Case reports and Labs when and if necessary and organize and maintain the program files, reports and records and for securing, labeling and packaging all case report records and labs for archiving, electronically placing within the system for storage.
• On quarterly basis, after checks are completed, individual is responsible for disposing of case reports and labs by Shredding individual Case Report Forms; also, responsible for maintaining a tracking system for assigned special projects and progress for quality improvement and linkage/data to Care List as received from Tallahassee.
• Assist Medical Monitoring Project coordinator with mailings and letters to clients.
• Actively checking fax machine for Labor and Delivery faxes and ensuring that Perinatal department gets the necessary information upon receipt.
• Maintains and updates calendars of office and Supervisor's activities.
• Organizes and maintains office files, supplies and keeps inventory.
• Prepares purchase requisitions as warranted.
• Prepares and submits travel arrangements as requested, assists in planning meetings, including sending out email notices of time and place for meetings, typing and distribution of minutes of meetings, preparing agendas and assisting in creating reports as necessary.
• Receives and date stamps of all incoming mail and distributes to appropriate staff.
• Receives and screens incoming calls and provide information to callers.
• Provides support and coordination of office activities as required, including but not limited to answering phones, taking of Physicians/Facilities phone reports, record searching and assisting with completion of forms as required.
• Performs other duties as assigned.

Benefits

• State of Florida 401(a) FICA Alternative Plan (mandatory)
• Participation in state group insurance (upon meeting eligibility requirements. Consult with People First and/or the serving HR office)
• Workers’ Compensation (mandatory, if needed)
• Reemployment Assistance (Unemployment Compensation) (mandatory, if needed)
• Deferred Compensation (voluntary)
• Employee Assistance Program (voluntary)

What This Job Offers

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