ADMINISTRATIVE SERVICES MANAGER I - 64004736

Requisition No: 885447

Agency: Department of Health

Working Title: ADMINISTRATIVE SERVICES MANAGER I - 64004736

Pay Plan: SES

Position Number: 64004736

Salary: $61,000-$62,000

Posting Closing Date: 10/15/2026

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FLORIDA DEPARTMENT OF HEALTH

ADMINISTRATIVE SERVICES MANAGER I - SES

This is an internal opportunity only. Only current DOH employees will be considered.

Your Specific Responsibilities:

This position spends most 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, ensure proper coverage, and complete timesheets.

The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Manatee County in its mission to protect, promote and improve the health of all people in Florida through integrated state, county and community efforts and its vision to be the Healthiest State in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.

The incumbent serves as the Front Desk/Medical Records Clinic Operations Supervisor, responsible for supporting and reporting on the daily operations of the front desk and vital statistics. May serve as back-up to the Finance and Accounting Director.

Front Desk/Medical Records Clinic Operations:

Responsible for developing and administering the clerical aspects of the operation relating to patient flow, records management, eligibility and other service delivery factors. Ensures staff receive training in HMS (Health Management System), Florida SHOTS, and the Lobby Management System (LMS) on new updates and versions within 30 working days from the official release from the Office of Planning and Data Analysis. Ensure that all staff under supervision receive appropriate training and professional development as necessary to complete job duties.

Duties to include:

- Ensures staff greet and assist clients and visitors, ensuring a professional, welcoming, and efficient experience.

- Coordinates, monitors, and evaluates Schedules and determines eligibility for prospective patients.

- Ensure that cashiers are transferring money to Finance after completing end-of-day reports, according to policies and procedures.

- Directs the billing (accounts receivable) for DOH-Manatee as follows: Ensures appropriate policies and procedures are followed, for billing Medicaid, Medicare, other third-party payers, and self-pay clients for all billable services completed by the clinic staff.

- Coordinates preparation of the quarterly write-off delinquent accounts receivable and submits for approval.

- Completes HMS services and vaccines pricing updates as needed.

- Supervise and evaluate employees, front desk/medical records clerical staff and cashiers.

- Oversees medical records area ensuring that all record requests are handled in accordance with state approved procedures.

- Ensure appropriate clerical coverage throughout the clinics.

- Monitor productivity, staff performance and the effectiveness of service delivery at the front desk/medical records. Plans and evaluates front desk/medical records activities.

- Completes the quarterly unannounced change fund audit for all cashiers’ drawers and ensures QUCFA reports and documentation are kept and uploaded to the state SharePoint site as required.

- Completes and ensures all DOH-Manatee refunds forms for services are completed correctly, and once ready send documentation to the Finance office for processing.

- Assist with check log completion as needed.

- Completes the entries in Flair for the deposits, ensures all funding codes, and object codes are correct before transferring/submitting deposit. In addition ensures to scan the deposit along with all backup documentation and saves in appropriate electronic folder.

- Assist with tracking of rabies vaccinations, to include correct billing, completion of the Sanofi assistance program, HOMER, and collection of fees.

- Attends all Sarasota Billing Hub meetings and ensures follow-up for corrections are completed timely.

- Coordinates the review of the daily unbilled report and ensures that all the billing was completed correctly.

- Handles all paper check payments for HMS services and ensures that documentation is sent to the Sarasota Billing Hub for posting.

- Serves as main contact for all credit card payments activities, to include review of payment when rejected.

- Organizes, audits and ensures that client electronic files are maintained in accordance with established procedures.

- Monitor performance of conduct, attendance, and timeliness.

- Review and approve leave, including leave without pay, sick leave and annual leave.

- Monitor attendance reports and review and approve time sheets, EARs supervisor review for subordinates.

- Involves planning work objectives, evaluating work performance and providing training and advice as needed.

- Recruits for vacant positions and hires staff, prepares job descriptions, performance appraisals, trains staff as needed, counsels or disciplines as necessary, approves or disapproves leave, participates in the mentoring of staff, and performs other supervisory duties.

- Communicate with staff regularly to ensure their involvement in established goals and objectives.

- Responsible for Data Collection (Weekly Reports, Monthly Reports, Race and Ethnicity, LMS)

- Assist with Quality Assurance reviews to support compliance and continuous improvement.

- Organizes staff huddles and meetings, as needed to discuss daily operations updates, etc.

- Participate in team meetings, huddles, general staff meetings, individual conferences, and professional development training.

- Deliver high-quality customer service, including de-escalation, issue resolution, and administration of client satisfaction surveys with consistent high offer rates.

- Assist the Sarasota Billing Hub with new insurances, providers onboard, licenses, registrations, etc; needed for billing purposes, contract follow-ups, as needed.

- As needed, provide support for eligibility and intake functions, scheduling appointments, including insurance verification, call center coverage, and cashier assistance.

Responsible for Front Desk/Medical Records Clinical Services Division quality improvement initiatives , including data collection and analysis of key performance indicators, prioritizing opportunities for improvement in clinical flow, processes, and services, working with staff to identify root causes and planning, implementing and monitoring solutions, validating that solutions achieved desired results and standardizing solutions to ensure performance is sustained. Leads or serves on QI teams.

Responsible for financial planning and monitoring of the various programs to ensure sustainability. Responsible to attend Budget meetings, creates and/or approves purchase order requests for supplies as needed.

- Develops and/or participates in operational and tactical planning for major events.

- Coordinates responsibilities and efforts of community partners to respond as necessary to ensure public safety.

Other related duties as needed.

Required Knowledge, Skills, and Abilities:

- Knowledge of the principles and techniques of effective communication

- Knowledge of the principles of human behavior, learning, and communication; instructional design theory and implementation.

- Knowledge of the principles, methods, and techniques of training or instruction

- Ability of compiling, organizing, and analyzing data

- various audio-visual equipment, computer applications, and software programs and skilled in usage of such.

- Developing approaches for implementing an idea.

- Knowledge of principles and processes involved in business and organizational planning, coordination, and execution. This may include strategic planning, resource allocation, manpower modeling, leadership techniques, and production methods.

- train individuals or groups of people.

- evaluate and analyze data.

- work independently.

- utilize problem ­solving techniques.

- understand and apply applicable rules, regulations, policies, and procedures relating to Human Resources and workforce development.

- prepare and evaluate a variety of written training materials such as performance evaluations or reports; communicate effectively.

- establish and maintain effective working relationships with others.

- assess budgetary needs.

- formulate policies and procedures.

- plan, develop, coordinate, conduct, monitor and evaluate HR, workforce development and QI functions.

- prioritize workload; develop reports and presentations.

- Negotiation Skills. Using logic and analysis to identify the strengths and weaknesses of different approaches.

- Know how to find information and identifying essential information.

Qualifications:

Minimum -

at least one year of experience providing customer service and knowledge of clinic billing codes.

At least one year or more of experience using HMS, Flair, and LMS.

Florida Department of Health Mission, Vision, and Values:

Mission:

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision:

To be the Healthiest State in the Nation.

Values:

I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

Manatee County

The 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 set of employee benefits including:

- 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

(For more information, please click www.myfrs.com );

- Flexible Spending Accounts;

- Tuition waivers;

- And more!

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com .

Please be advised:

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/or drug screening 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 Successful completion of a drug test is a condition of employment for safety-sensitive positions.

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: http://www.sss.gov

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.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). 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.

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise. Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.

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.