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MyFlorida OPS ADMINISTRATIVE ASSISTANT I - 64913018 in United States


Date:Jul 21, 2021

Location: MIAMI, FL, US, 33125

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The State Personnel System is an E-Verify employer. For more information click on ourE-Verify website ( .

Requisition No: 419841

Agency: Department of Health


Position Number: 64913018

Salary: $16.25/hour

Posting Closing Date: 08/01/2021


Must have experience working in a medical or clinical setting. Must have experience working with chronic diseases. Must have experience working with medical records.

Incumbent in this position is preferred to be trilingual in English Spanish and Creole.

Please add below location address to advertisement:

West Perrine Health Center

18255 Homestead Avenue

Miami, FL 33157


The Incumbent will coordinate all aspects of recruiting and registration of FBCCEDP eligible women referred from community partners. R esponsibilities include obtaining accurate demographical and financial income eligibility information Aiding the Senior Human Services Program Specialist – SES for Level I, II and III overall case management and maintaining all medical records for the women with normal and abnormal screenings and makes appropriate referrals for the FBCCEDP. Responsible for entering screening and diagnostic services into the FBCCEDP database. Makes appointments and notifies clients with abnormal screening results ensuring that they receive the appropriate diagnostic screening appointments within the CDC 60 days’ timeframe. Follows through provider’s care plan of treatment and ensures client keeps all appointments. Assists patient in problem solving potential issues related to the healthcare system, financial or social barriers. Advocates for improved health by creating and maintaining a database of community resources to assist those who may not qualify for the program.

Interviews and records patient demographic and insurance/financial information to determine eligibility. Checks, verifies and records FMMIS, or other information systems. Safeguards the integrity of the database by ensuring that the client is properly registered in accordance with the Health Management System (HMS) procedures and is not duplicated. The incumbent is responsible for registering clients, obtaining accurate demographical and financial income eligibility information 24 to 48 hours after receiving the Patient Reporting Forms. The incumbent is responsible for notifying clients of appointments weekly, managing clients due for rescreening, updating the screening services files, as well as following up with the client through the entire process on a monthly basis.

Incumbent will follow HIPAA and information security regulations set by federal, state and local policies to ensure confidentiality and privacy of the client health information. Incumbent will establish good rapport with staff and clients and provide excellent customer service. Incumbent is expected to adhere to established Health Department policies and procedures. Staff assignment of duty station, work hours and workdays may vary based on agency/unit needs.

The incumbent is responsible for managing all incoming calls, return phone calls and update the phone log. In addition, provides information via telephone of other community resources relating to cancer screenings. The incumbent is responsible for mailing out the appropriate client’s correspondences as needed and maintaining tracking forms daily.

The incumbent is required to maintain and organize the medical records weekly, keeping all the files up to date. Protects the security of medical records/EHR to ensure that confidentiality is maintained. Ensures that the client’s medical record/EHR is completed following policy and procedures including DOHP 380-1. Utilizes approved forms/screens. Scans and files registration and clinical documents. Maintains hard copy records and packs/logs for storage. Follows the facility’s retrieval and log out/in procedure to account for all record.

Incumbent is responsible for coordination and attendance of community health events to promote services offered by the Office of Preventive Services Program. Maintains health event attendance logs and provides reports and data for state reporting.

Incumbent is cross trained to cover for team members who maybe out on leave. Participates in workgroups and meetings and attends/completes required trainings. Reviews/responds to email daily and completes on time all administrative requirements such as EAR’s, timesheets, emergency notification responses, reports, etc.

Performs other related duties as needed.

Knowledge, skills and abilities, including utilization of equipment, required for the position :

Knowledge and proficiency with computers and various computer programs; Knowledge of office procedures and practices; K nowledge of basic medical terminology and of basic computer software; Knowledge and proficient with electronic health records; Knowledge interviewing clients and obtaining necessary information for client registration and financial eligibility purposes; Ability to deal with the public in a tactful, courteous, and effective manner; Ability to speak clearly and correctly and to listen effectively; Ability to understand and apply applicable rules, regulations, policies, and procedures; Ability to follow instructions and review data for accuracy and completeness; Ability to plan, organize and coordinate work assignments; Ability to prepare reports and correspondence; Ability to establish and maintain effective working relationships with others; Ability to organize and maintain filing systems.

Other job-related requirements for this position:

Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, 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. All employees are expected to complete timesheets and EARs/DARs as required, both accurately and within the required timeframe. All employees are expected to complete mandatory trainings within the required timeframe, as deemed necessary by the Department, the Delegated Authority, grant requirements and/or Florida Statutes.

All applications must be completed online through People First. No faxed or mailed applications will be accepted by the agency.

*NOTE: 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 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

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:

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.


Other Personal Services (OPS) employment is a temporary employer/employee relationship used solely for accomplishing short term or intermittent tasks. OPS are at-will employees and are subject to actions such as pay changes, changes to work assignment and terminations at the recommendation of the employer.


•State of Florida 401(a) FICA Alternative Plan- Mandatory

•Workers’ Compensation- Mandatory

•Reemployment Assistance (Unemployment Compensation)- Mandatory

•Participation in state group insurance (upon meeting eligibility requirements. Consult with People First and/or the serving HR office)

•Deferred Compensation- Voluntary

•Employee Assistance Program- Voluntary


•Any form of paid leave

•Paid holidays

•Participation in the Florida Retirement System

•Reinstatement rights or retention rights.

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.

Nearest Major Market:Miami