Job Description

Requisition No: 881038

Agency: Department of Health

Working Title: ADMINISTRATIVE SECRETARY - 64029209

Pay Plan: Career Service

Position Number: 64029209

Salary: $38,117.04 Annually

Posting Closing Date: 08/30/2026

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ADMINISTRATIVE SECRETARY

Open Competitive

Your Specific Responsibilities:

The Administrative Secretary position in the Florida Breast & Cervical Cancer Screening Program (FBCC) provides program support, is responsible for preparing and submitting billing data and medical claims to the program’s third-party payor, and acts as the front desk receptionist.

Billing/Claims Duties

• Generate Accounts Payable Billing report in HMS for services provided by PinCHD examiners and provide to the Program Manager by the 5th of each month
• Accurately review, scan, and prepare Health Insurance Claim Form (HCFA), verify current CPT codes and enter data into the Volusia County Database System.
• Maintain information for the program’s databases and various client tracking systems including HMS and Volusia County Database System.
• Review claims from all service providers to ensure accuracy.
• Communicate with outside providers as needed regarding billing issues.

Program Support Duties

• Produce the EARS Services Report each month for PinCHD examiners who are budgeted to conduct services for FBCC. Provide a copy of the report to the Program Manager.
• Produce the Client Services Report in HMS at least once a month for outside providers including the mobile bus partners and provide a copy of the report to the Program Manager.
• Works with Human Services Program Analyst to purge client files, following established retention standards.
• Process travel authorizations per department policy.
• Review submission of trip logs from assigned staff.
• Process travel reimbursements per department policy.
• Make purchases for official state business using the My Florida Market Place system as per the DOH rules and regulations governing purchasing policies and the established guidelines for use.
• Maintain appropriate inventory of supplies and materials.
• Receive all orders when delivered and place them in the designated location.
• Submit invoices to Accounts Payable for purchases received
• Ensure required documentation for all purchases is received and maintained.
• Act as the receptionist, answer phones, takes messages, keep telephone log, greets and routes visitors and ensures appropriate professional communications.
• Act as backup for mail and scheduling duties for the Human Services Counselor I.

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

• Knowledge of FDOH Health Management System (HMS) or other electronic medical records system
• Knowledge of processing medical bills or claims
• Knowledge of principles and processes for providing excellent customer and personal services, knowledge of accounting practices and procedures
• Knowledge of general office procedure and practices
• Knowledge of procurement procedures and method
• Knowledge of operating computers and associated software including Outlook, Word, Excel, skill in processing medical claims and billing
• Skill in written and oral communications
• Skill in working effectively with the public
• Ability to use independent judgment and critical thinking
• Ability to adapt quickly to change
• Ability to work independently with minimal supervision
• Ability to self-monitor work for accuracy and maximum productivity
• Ability to prioritize, plan, organize and coordinate assigned work
• Ability to adjust and identify changing priorities
• Ability to understand and apply applicable rules, regulations, policies and procedures
• Ability to review data for accuracy andcompleteness
• A bility to communicate effectively both verbally and in writing
• Ability to provide excellent customer service
• Ability to deal with the public in a tactful and courteous manner
• Ability to adjust actions in relation to others' actions
• Ability to establish and maintain effective working relationships with others
• Ability to use multiple computer programs and software such as Microsoft Office to retrieve and/or input data, ability to handle telephone calls in a courteous and effective manner

Qualifications:

Minimum

• High school diploma or equivalent

Preferred

• at least 1 year experience using the FDOH Health Management System (HMS) and/or
• at least 1 year experience working in medical billing and/or
• at least 1 year experience using the My Florida Market Place (MFMP) system, at least 1 year experience using the Statewide Travel Management System (STMS) and/or
• ability to communicate in Spanish

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:

St. Petersburg Health Department located at 205 Dr Martin Luther King Jr. Street North, St. Petersburg, FL 33701

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, 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.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here All documentation is due by the close of the vacancy announcement.