Professional Support Position

Mission Statement: To promote the well-being, safety, and independence of Florida’s elders, their families, and caregivers.

Vision Statement: For all Floridians to live well and age well.

We are seeking an enthusiastic individual with a desire to share our Agency’s mission to promote the well-being, safety, and independence of Florida's seniors, their families, and caregivers, and the vision for all Floridians to live well and age well.   If you have good judgment, a desire to enrich the lives of others, and share our mission and vision, please consider joining our team.

WHERE YOU WILL WORK:

The Department of Elder Affairs provides most direct services through its Division of Statewide Community-Based Services, which works through the state’s 11 Area Agencies on Aging and local service providers to deliver essential services to a vital segment of the population.  The major focus of DOEA is to provide home and community-based services to seniors who are at risk of being placed into a long-term care facility because of their degree of frailty.  Ultimately, the goal is to efficiently use resources to ensure that the greatest number of elders possible get to choose where they live while living healthy, active, and fulfilling lives in their communities.

BENEFITS OF WORKING FOR THE STATE OF FLORIDA:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive employee benefits including:

• State Group Health Insurance Coverage;
• $25,000 Life Insurance Policy (100% paid by employer);
• Dental, vision, and other supplemental insurance options available;
• Annual and Sick Leave benefits,
• 10 paid holidays each year;
• Retirement plan options, including employer contributions (For more information, please click www.myfrs.com);
• Flexible Spending Accounts; and
• Tuition waivers to attend State of Florida community colleges, colleges, and universities!

For a more complete list of benefits, click https://www.mybenefits.myflorida.com/.

WHAT YOU WILL DO:

This is a highly responsible professional support position in the CARES office. This position performs a variety of administrative tasks. The incumbent will be an integral member of a dedicated team.

DUTIES AND RESPONSIBILITIES:

• Inputs client information into the Client Information and Registration Tracking System (CIRTS) and maintains data files on Medicaid clients residing in the community or in nursing facilities. Procedures may involve storing, appending, modifying, extracting, collating and merging data from files to produce reports. Maintains production and quality control by reviewing documents for completeness and appropriateness prior to inputting and, rejecting and/or clarifying documents as needed. Compiles and analyzes data for administrative decisions. May act as a liaison between the Central Office, Bureau of Information Technology (BIT), and the field office for the purpose of regular equipment maintenance and troubleshooting as well as inventory.
• Initiates, receives and screens telephone calls in a professional and courteous manner, provides routine information, and routes calls appropriately. Provides general information to long-term care facilities, county agencies, hospitals, and other private providers in the community. Contacts clients promptly to schedule assessments and arranges staff schedules equitably and efficiently.
• Produces correspondence, memorandums, reports, in-house forms for staff, manuals, and other office documents from rough draft to final copy. Work is highly complex and often technical or medical in nature. Provides technical support to staff by preparing reports, logs, and correspondence.
• Sorts and date stamps incoming mail and faxes. Accurately routes information either physically or through approved electronic methods to the appropriate staff or case file, prepares case files, and prepares outgoing mail.
• Maintains CARES files using approved filing methods and the electronic file room instructions. Scans paper files and applies proper naming conventions. Prepares paper records for destruction after scanning to the electronic file room.
• Initiates/retains purchase requisitions for supplies, tracks purchase orders and billing receipts from vendors, and adheres to timely purchasing deadlines for in-house supplies and machine maintenance.
• Prepares travel forms accurately and timely according to current Department guidelines.
• Coordinates all special projects as assigned by the supervisor.
• Participates in disaster recovery efforts throughout the State of Florida.
• Performs other duties as assigned.  
• Attendance is an essential function of this position.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED:

• Posses strong written and oral communication skills, and uses correct grammar, punctuation, and spelling. Must be detail oriented and able to enter data accurately into a computerized system. Navigate multiple computer screens and applications. Basic proficiency in Microsoft Windows Operating environments and Office Suite products to include Word, Excel, Outlook, OneDrive and SharePoint. Prepare clear, concise, and accurate records and other documentation in a logical format.
• Ability to demonstrate a professional and courteous demeanor to establish and maintain cooperative working relationships with the public and staff. 
• Ability to follow written and oral directions and instructions. Ability to read, understand, and apply complicated and detailed regulations, policies, procedures, and programs governing the agency.
• Ability to communicate clearly with others to obtain and verify information concerning eligibility.
• Analyze and interpret written, numerical, and verbal data from various sources. Ability to type and prepare reports and memorandums accurately and timely. Plan and organize to ensure work is completed in accordance with regulations relating to eligibility and timeliness.
• Ability to work in a large, open office environment.
• Ability to maintain confidentiality as required.
• Ability to lift and carry a laptop and associated documents (up to ten pounds).

REQUIREMENTS:

• Must have an Associate’s degree or higher from an accredited college or university and one (1) year of professional secretarial or clerical work experience; or three (3) or more years of professional secretarial or clerical work experience; or a combination of education, professional experience with at least one (1) year of professional secretarial or clerical work experience, totaling three (3) or more years.

SPECIAL NOTES:

Preference will be given to the Department of Elder Affairs employees.

BACKGROUND CHECKS:

A Successful completion of a Level 2 Criminal History Background Check is required for all applicants selected for this position.

APPLICANT INFORMATION:

Applicants should apply on-line via the People First Website https://peoplefirst.myflorida.com by 11:59 p.m. (EST) on the closing date of the position vacancy advertisement but are strongly encouraged to apply by 6:00 p.m. on the closing date to avoid any system down times or any other complications that may arise.

If you have problems applying on-line, call the People First Service Center at 1-877-562-7287. Paper applications will not be accepted by the agency.

The Department of Elder Affairs is an "older worker-friendly" employer and also lists vacancies on the Silver Edition website, found at http://silver.employflorida.com, that connects persons age 50 and older with other businesses/volunteer organizations/employers who specify they are "older worker-friendly."