National Desert Storm War Memorial

Senior Clerical Specialist

Florida Department of Health
August 9, 2018
West Palm Beach, Florida
Job Type


This is a Senior Clerical Specialist position in the Maternal Child Health Division reporting to the Operations Management Consultant Manager. This position requires knowledge of business management principles and practices, with a focus on functional areas such as supply chain management, inventory management, and continuous process improvement, working with external suppliers and program partners, and data analysis. This position requires effective verbal and written communication and the ability to apply critical thinking, decision making and problem solving. This position requires experience with Microsoft Office products with an ability to use Word and Excel effectively to analyze, manage, report, and support program operations.  The position requires working in several databases to research, record, update, upload, and maintain information and produce reports and spreadsheets for further analysis and program support. Incumbent must also be able to operate a variety of standard office equipment such as computers, scanners, and electronic facsimile along with the software supporting same. Incumbent is expected to communicate (by phone, in person, and electronically) in a courteous and professional manner at all times. Incumbent adheres to established safety procedures and practices in the work area. Incumbent will use the quality circle, Plan-Do-Check-Act (PDCA) to regularly review and improve all work processes. This position is designated sensitive. The person in this position is required to maintain confidential information in accordance with the Department of Public Health and Palm Beach County Health Department lnformation Security policy, protocols and procedures. The confidential data sets this position has access to include: Clinical lnformation and Healthy Start data sets, and Maternal Child Health Division data. This position may view and update information in the Healthy Beginnings Database (HBDS) for the purpose of data analysis, verifying data, running reports, client look-up, update and verification as required. The incumbent uses data driven actions to manage and improve the division’s work processes.

 Provides primary support for the Maternal Child Health Division Nurse Family Partnership (NFP) program. Is cross-trained in and supports the Women’s Health Initiative (WHIN) program, the Healthy Beginnings Nurses (HBN) program, and Data Team program. Analyzes, uploads, and maintains client information in HBDS for the purpose of documenting client and provider progress within program defined deadlines. Enters client information into the Efforts to Outcomes database.  Fills requests for program supplies, client materials and other related items. Proactively initiates the procurement and distribution of above items. Creates, assesses, and manages all program packets used to enroll and manage client progress.

 Manages the supply chain and inventory including stock levels, reorder points, reorder amounts, and suppliers. Provides management with inventory status, makes recommendations for using new items and suppliers, and acquires all supplies, program materials, educational materials, and client development tools. Uses MFMP and ISS to create purchase requisitions. Forecasts purchasing and program requirements from database information and Excel inventory to ensure appropriate inventory is on hand when needed without exceeding storage capacity.

 Works with external providers to manage and obtain services for clients within all Healthy Beginnings System of Care partner agencies such as Homesafe, Together Our Teens Succeed (TOTS), Kids Closet, and dental programs. Notifies medical providers at the beginning and ending of client service periods as required by program grants.

 Uses computer skills to extract data from HBDS and other systems in order to merge information with other documents to create pull-lists and labels for monthly and quarterly supplies distribution, provider letters, and notices.

 Using critical thinking and problem solving and decision making skills, analyzes data and reports to make recommendations and provide information to management on program and grant requirements, trends, potential problems and potential opportunities.

 Performs other duties as assigned.

Adheres to the dress code policy.

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

  • Knowledge and ability to use Microsoft Outlook
  • Knowledge and ability to use Microsoft Word
  • Knowledge and ability to use Microsoft Excel along with other department software packages.

 Other job-related requirements for this position:

EMERGENCY DUTY STATEMENT:  "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 limited to, responses to or threats involving to or threats involving any disaster or threat of disaster, man-made or natural."

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