BUSINESS MANAGER I - SES - 64051569 Date: Apr 2, 2024 Location: PALATKA, FL, US, 32177 The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforceoperations/humanresourcemanagement/forjobapplicants/everify) .Requisition No: 825400 Agency: Department of HealthWorking Title: BUSINESS MANAGER I - SES - 64051569Pay Plan: SESPosition Number: 64051569 Salary: $54,000 to $60,000 Posting Closing Date: 04/19/2024 Total Compensation Estimator Tool (https://compcalculator.myflorida.com/) Job posting category (Open Competitive) Your Specific Responsibilities: This position spends the majority 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, ensuring proper coverage, and complete timesheets. This position performs administrative monitoring of CHD contracts, contract manager file reviews and technical assistance to CHD contract managers. Performs overal financial management for the county health deparmtent. Monitors grant spending to ensure activities fall within the scope of the budget. Completes monthly, quarterly, and annual budget and financial reports for state, county, local and private grantors in accordance with GAAP and grant requirements. Prepares, coordinates, and submits for approval the following yearly reports: SEFA, E-Payment Report, ICQ, Annual Financial Statements, etc. Completes monthly reconciliation in the FIS system in accordance with GAAP and DOH Policies and Procedures. Performs analyses of program finances and expenditures. Responsible for the completeness and accuracy of the contracts and grants subsystem of FLAIR as well as databases of current contracts, grants, and agreements on the shared directory. Conducts audits on Quarterly or monthly basis as needed for: Immunizations, Pharmaceuticals, Unannounced Change Fund, or others as required. General Budget and Program Management - Coordinates activities relating to budget preparation for each fiscal year. Includes providing training to all L4 budget managers and ensure all L4 budgets are completed in entirety reflecting appropriated revenue and expenditure projections. Meets with L4 budget managers at least quarterly to review budget progress and make any necessary adjustments. Monitors budgets and makes necessary correcting entries in the FLAIR and FIRS systems. Prepares fixed cost, payroll reallocation matrices, estimated revenues, projected expenditures, and coding reviews. Manages the OCA cash balance report and meets the requirements for Federal OCA closures and state general revenue. nsures FIRS Spending Plan is complete and ready for Administrator review. Analyzes and monitors other daily, monthly, and quarterly activity and reports including FIS, RDS and Conman Reports. Alerts Administrator and Supervisors to potential budgetary problems. Offers recommendations for possible solutions, provides ancillary information on budgets, salaries, OCA’s, and special projects as requested by Administrator and/or Supervisors. Core Contract and Cost-Based Reimbursement Report (Griffin Report) - Prepares annual Core Contract between the State and Putnam County for the operation of the CHD. Includes contract plus all attachments and documentation in areas such as FTE cost, quarterly state and county equity share of expenses, and projection of CHD services. Submits contract, on a timely basis, to State and County officials. Prepares contract amendments for submission to the State Budget office and Board of County Commissioners. Cost-Base Reimbursement Report: Prepares annual Medicaid Cost-Based Reimbursement Report for submission to State Budget office. Includes formulating detailed backup information and attachments in areas such as building and equipment depreciation, allowable and non-allowable expense classification, and provider productivity. Contract Administrator and Fiscal Duties - Serves as the Contract Administrator as required by section 287.057 (13), F.S. for the Putnam County Health Department. This position ensures the completeness and accuracy of the contracts and grants subsystem of FLAIR as well as databases of current contracts, grants and agreements on the shared directory. Supervision of Accounts Payables - Supervises the activities of the Accounts Payable Function carrying out specialized activities. Monitoring and reviewing invoices for payment in FLAIR and MFMP ensuring correct coding, rules and regulations are being met. Ensures contracts are added to the FACTS system and provides documentation to accounts payable clerk. Complies with the mandatory requirements in section 215.422 F.S. Conducts studies and internal control review of the section and makes recommendations to management personnel. Completes a monthly review of the encumbrance report to validate its accuracy to effectively manage budget authority balances. Supervises theCell Phone Bill Systemfor DOH-Putnam assigning users, deleting users, updating coding, and making necessary corrections. Complies with all applicable policies and procedures related to this system. Supervision of Cashiering and Billing Functions - Maintains working knowledge of HMS billing including but not limited to: Recording service features, Billing the service, Billing Reports, Bill File Create (BFC) process; Processing of payments and denials. Plans, directs, and coordinates accounting, collection and billing functions including Processing Client statements, Contract and MOA Invoicing, Write-offs, and collections. Ensures all services are properly billed and payments collected by the cashier: ensures all billed services are reviewed for accuracy prior to submitting electronically to payor sources; ensures all billings are electronically submitted every 7 days; ensures statements are printed and mailed out every 30 days; ensures all payments are posted within 7 days; ensures all denials are reworked within 30 days for resolution. Ensures write offs and sent to collection routines are completed monthly. Complies and enforces Accounts Receivable Policy and any other applications rules, policies, procedures, and guidelines. This work is done in conjunction with the billing hub assigned to Putnam CHD. Supervision of Purchasing, Requisitioning and Receiving Functions: Monitoring purchases, approving requisitions, ensuring compliance of the mandatory requirements in F.S. 287, Administrative codes and purchasing guidelines. Acts as the F&A approver in the MFMP system for Putnam. Assigned Purchasing Card Responsibilities. Ensures all DOH and DFS policies are followed as applicable to this section. Supervision of Vital Statistics Functions - Provides supervision over the vital statistics office, pursuant to all applicable Florida Statutes and Administrative Codes. Ensures all birth/death/fetal death certificates are submitted to the state office of vital statistics daily with 100% compliance per F.S. 382.005(3). Ensures the the annual Self Assessment Tool (SAT) is completed quarterly and submitted to the state office on an annual basis. Performs periodic unannouced audits for compliance of internal controls and safeguarding of safety paper. Performs other duties as assigned. Required Knowledge, Skills, and Abilities: Ability to effectively convey information orally and in writing as indicated by the needs of the audience; Ability to listen to others and ask appropriate questions; Ability to effectively supervise people; Ability to analyze data to identify essential information; Ability to plan and organize work activities by priority; Ability to asses budgetary needs; Ability to perform basic accounting functions; Ability/Knowledge to use various software applications including but not limited to MS Word, Excel, internet explorer, Outlook; Knowledge of administrative services program areas such as accounting, budgeting, purchasing and contract; Ability to use office equipment including but not limited to Computer, Copier, Multi-Line telephone/Switchboard; Knowledge/Ability of creating/maintaining spreadsheets; Ability to solve problems and make decisions; Knowledge/Ability of various filing systems such as numerical alphabetical, terminal digit; Ability to communicate with general public on a daily basis; Ability to lift up to 35 lbs.; Ability to step up and down from a step stool Qualifications: Minimum - Bachelor's Degree from an accredited college or university in Business, Accounting or a related field of administration, or 5 or more years' experience in the State of Florida accounting system. Preferred - Florida Department of Health experience, DOH certification as a contract manager 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: Florida Department of Health Putnam County 2801 Kennedy St. Palatka, FL. 32177 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.
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.
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:Palatka