Document Specialist Supervisor - Ses

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Date:
Jan 16, 2026

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website.

Requisition No:868471

Agency:
Department of Health

Working Title:

DOCUMENT SPECIALIST SUPERVISOR - SES -

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 is responsible for managing clerical staff in the administrative support functions of the Hernando County Health Department Clinic intake area(s). Develops long‑range departmental plans, coordinates activities, and implements procedures to improve customer service and productivity. Responsible for the security of medical records and quality assurance and review activities. Responsible for initiating all associated personnel actions or effectively recommends such actions be processed as required.

This position works in the Brooksville and the Spring Hill clinic. Directly responsible for ensuring that client intake, financial eligibility determination, scheduling, cashiering, and any and all support functions are provided by the intake area(s) staff. Ensures that clinic schedules in Health Management System are built, maintained, updated as indicated.

Directly supervises medical records staff and support staff including but not limited to:
Interviewing Clerks, Senior Clerk, Public Assistance Specialist, Senior Clerical Specialist, and Records Technicians. Trains employees in methods for performing an effective and efficient job, including the use of computers. Ensures staff is completely trained in their individual areas of responsibility within established time frames. Cross‑trains subordinate staffing in all areas of responsibility and programs; staff is rotated to allow them to maintain proficiency.

Refugee Health Coordinator including training staff, qualifying patients, financial reporting.

QI mentor for Clinic Services staff. Manage staff processing of Medicaid Waiver Program and Presumptive Eligibility for Pregnant Women program (PEPW).

Acts as back up to Medical Records Tech, process medical records, authorization to disclose.

Patient Flow control and coordination. This includes monitoring and acting as manager with patient flow software (JTech). Scheduling appropriate staff and working in tandem with nursing supervisor, Director of Nursing and Administrative Services Director to ensure a quality patient experience completed in the most efficient manner.

Timely certification of staff EARs as well as timely approval of personal EARs reports in HMS.

Communicates with staff on a regular basis both individually and in staff meetings.

Follows guidelines as set forth for the use of the State of Florida Purchasing Card as the holder and use of a Purchasing Card.

Resolves complaints and ensures that customer questions are answered. Consults with supervisor and acts as liaison with other Hernando CHD departments, providing technical assistance to others as needed.

Fills in for subordinate staff as needed, assisting staff with heavy workloads and clinic schedules. Works front desk, switchboard, appointment desk, and in records room, to ensure accuracy and completion of task assigned to subordinate staff along with maintaining quality, quantity, and efficient services to both internal and external customers.

Implements and performs quality assurance checks and surveys regarding all programs and staff duties. Prepares monthly, quarterly, or annual reports as requested. Reviews all billing slips for errors upon return to the Clerk at exit, verifying…