Sr. Administrative Services Manager - Health and Human Services Job at Marion County
JOB
This recruitment has been reopened for additional applicants. If you have already applied for recruitment #020-2022-2, you do not need to reapply. Marion County Health and Human Services (MCHHS) is excited to be seeking a new valued member of its leadership team. Operating within the MCHHS Administrative Services Division, the Sr Administrative Services Manager is an individual that is adaptable, collaborative, an effective communicator, and values the importance of positive leadership and team dynamics.This ideal candidate will have a strong background in fund accounting and budget analysis, while being experienced in strategic planning, contract and procurement compliance, facilities project coordination, and safety programs. Candidate will also be able to demonstrate the ability to communicate clearly and collaboratively, manage competing priorities, and problem solve complex situations.This position will provide leadership and supervision over staff providing administrative support in a variety of areas, including budget, contracts and procurement, accounts receivable, facilities, and safety.Apply today to learn more about how you can serve our community in fulfilling the mission, vision, and values of Marion County Health & Human Services!Marion County is a qualifying employer for the Public Service Loan Forgiveness program. GENERAL STATEMENT OF DUTIESResponsible for the planning, organizing, administration, and coordination of the centralized administrative function of a large county department, including budget and contract administration, accounting, and various aspects of administrative support. SUPERVISION RECEIVEDWorks under the general supervision of a manager or department head, who establishes goals and objectives for conformance to department standards and legal requirements. SUPERVISION EXERCISEDPositions in this classification exercise full supervision over a unit of clerical, technical, and professional employees. Participates in selecting new employees, provides training, conducts performance evaluations, responds to grievances, and handles personnel issues.
EXAMPLE OF DUTIES
SupervisionSupervises staff providing administrative support to the Health & Human Services in the following areas: BudgetContractsAccounts ReceivableFacilitiesSafetyPlans, directs, and coordinates the work activities of staff. Approves leave usage. Provides technical support and assistance to staff. Participates in the selection of new personnel. Provides training, orientation, feedback, and coaching regarding job performance. Conducts performance evaluations, responds to grievances and handles personnel issues. Implements, interprets and enforces Department and program policies and procedures.Assures Department policies and procedures are in compliance with the law, Marion County policies and procedures, union contracts, Marion County personnel rules, and good accounting and business practices. Health & Human Services BudgetAssist the Administrative Services Division Director in the preparation, administration, and monitoring of the Health & Human Services $100+ million annual budget and three supplemental budgets. Make recommendations for budget changes; prepare narrative, journal voucher and supportive documents. Assist with the methodology for allocating department wide expenses. Monitor and control budget revenues and expenditures and investigate variances that may occur during the year. Work with service areas, Supervisors, Division Directors and the Department Administrator to resolve conflict between program needs and the needs of the overall departmental budget. Provide follow-up analysis and respond to questions as directed. Review administrative and accounting procedures for efficiency. Recommend and implement process improvement changes. Assist in the implementation and development of new programs and services by performing cost/benefit analysis and provide recommendations. Assist in the development of program budgets, determine staffing needs and if sufficient funding is available to meet the requirements. Other Financial DutiesDevelop and issue monthly financial reports, by program and service code, to management and program areas. Assist with the forecasting of program projected revenues and expenditures for current and future years. Review and approve journal entries made by staff accountants. Assist with the completion of required financial reports for various services in order to maintain contract compliance with Health & Human Services payors. Authorize and approve transactions for “p” card purchases in the “p” card system on a monthly basis.Authorize and approve Health & Human Services invoices and purchase orders.Track Health & Human Services positions and FTE lists. Assist with the submission of hiring request forms, position review forms and requests for new positions to County HR by completing the position number, costing and funding information.Facilities Coordination / SafetyServe as the Health & Human Services Safety Officer and chair of the Health & Human Services Safety Committee.Provide oversight of the Health & Human Services team responsible for coordination of facility projects. This includes County owned facilities as well as leased facilities. Work with service areas to develop space planning needs and ensure coordination with County Facilities Management. Backup Health & Human Services Facilities Analyst as needed. HIPAAServe as the Health & Human Services HIPAA Privacy Officer Designee and chair of the Health & Human Services HIPAA Task Force. Respond to HIPAA related issues and concerns as well as review all HIPAA Incident Reports. Contract ComplianceSupervision of the Health & Human Services Contracts Team to ensure the Health & Human Services operates in accordance with Public Contracting Rules and County Policies and Procedures around procurement. Work with Compliance Analyst to collect, track and report quality improvement efforts and compliance related activities associated with our contracts. This may include reporting of service or financial data and the tracking performance measures and other outcome data.Work with service areas, Supervisors, Division Directors and the Department Administrator to resolve conflict between program needs and the needs of the departmental contracts. Provide follow-up analysis and respond to questions as directed.Other duties as assigned by your supervisor/manager.Response Level 1: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Due to regular assignment, employee may be assigned a leadership role in the provision of essential services or responses functions. Staff at this response level must complete Incident Command 100, 700, 200, and 800 on-line or in-person training.
MINIMUM QUALIFICATIONS
EXPERIENCE AND TRAININGTwo years of college coursework in business administration, accounting, social sciences or related work; ANDFour years of progressively responsible experience in office administration and budget preparation and coordination; including two years of supervisory experience; ORAny satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County. SPECIAL REQUIREMENTS Must possess a current driver's license in the applicant's state of residence and an acceptable driving history. Marion County will obtain a copy of the driving record for all qualified applicants from Driver and Motor Vehicle Services and review the driving record according to the Marion County policy and procedure for Driving on County Business. The policy can be found at: http://apps.co.marion.or.us/APAP/.The finalist for this position will be required to pass a criminal history background check; however, conviction of a crime may not necessarily disqualify an individual for this position.This position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid, Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549).This assignment is not represented by a union.This is a full-time position, which is not eligible for overtime.Typical Schedule: Monday - Friday, 8:00 am - 5:00 pm, with flexibility depending upon the needs of the department.KNOWLEDGE, SKILLS, AND ABILITIESConsiderable knowledge of the methods and practices of supervision and the ability to carry them out. Considerable knowledge of effective office practices.Ability to supervise other individuals, train employees and effectively utilize available human resources; prepare budget and utilize accounting procedures; communicate effectively in both verbal and written form; form effective working relationships with department heads and other county personnel.PHYSICAL REQUIREMENTS Operates a motor vehicle; stands; sits up to 1/2 hour, may be continual at times; moves about the work area; lifts; pushes, and pulls items weighing up to 5 lbs.; carries items weighing up to 5 lbs. up to 30 feet; moves carts weighing up to 5 lbs.; operates a keyboard; speaks with a clear and audible voice; reads a 12 pt. font; distinguish colors and shades; uses depth perception; hears at a normal speech level;
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This recruitment has been reopened for additional applicants. If you have already applied for recruitment #020-2022-2, you do not need to reapply. Marion County Health and Human Services (MCHHS) is excited to be seeking a new valued member of its leadership team. Operating within the MCHHS Administrative Services Division, the Sr Administrative Services Manager is an individual that is adaptable, collaborative, an effective communicator, and values the importance of positive leadership and team dynamics.This ideal candidate will have a strong background in fund accounting and budget analysis, while being experienced in strategic planning, contract and procurement compliance, facilities project coordination, and safety programs. Candidate will also be able to demonstrate the ability to communicate clearly and collaboratively, manage competing priorities, and problem solve complex situations.This position will provide leadership and supervision over staff providing administrative support in a variety of areas, including budget, contracts and procurement, accounts receivable, facilities, and safety.Apply today to learn more about how you can serve our community in fulfilling the mission, vision, and values of Marion County Health & Human Services!Marion County is a qualifying employer for the Public Service Loan Forgiveness program. GENERAL STATEMENT OF DUTIESResponsible for the planning, organizing, administration, and coordination of the centralized administrative function of a large county department, including budget and contract administration, accounting, and various aspects of administrative support. SUPERVISION RECEIVEDWorks under the general supervision of a manager or department head, who establishes goals and objectives for conformance to department standards and legal requirements. SUPERVISION EXERCISEDPositions in this classification exercise full supervision over a unit of clerical, technical, and professional employees. Participates in selecting new employees, provides training, conducts performance evaluations, responds to grievances, and handles personnel issues.
EXAMPLE OF DUTIES
SupervisionSupervises staff providing administrative support to the Health & Human Services in the following areas: BudgetContractsAccounts ReceivableFacilitiesSafetyPlans, directs, and coordinates the work activities of staff. Approves leave usage. Provides technical support and assistance to staff. Participates in the selection of new personnel. Provides training, orientation, feedback, and coaching regarding job performance. Conducts performance evaluations, responds to grievances and handles personnel issues. Implements, interprets and enforces Department and program policies and procedures.Assures Department policies and procedures are in compliance with the law, Marion County policies and procedures, union contracts, Marion County personnel rules, and good accounting and business practices. Health & Human Services BudgetAssist the Administrative Services Division Director in the preparation, administration, and monitoring of the Health & Human Services $100+ million annual budget and three supplemental budgets. Make recommendations for budget changes; prepare narrative, journal voucher and supportive documents. Assist with the methodology for allocating department wide expenses. Monitor and control budget revenues and expenditures and investigate variances that may occur during the year. Work with service areas, Supervisors, Division Directors and the Department Administrator to resolve conflict between program needs and the needs of the overall departmental budget. Provide follow-up analysis and respond to questions as directed. Review administrative and accounting procedures for efficiency. Recommend and implement process improvement changes. Assist in the implementation and development of new programs and services by performing cost/benefit analysis and provide recommendations. Assist in the development of program budgets, determine staffing needs and if sufficient funding is available to meet the requirements. Other Financial DutiesDevelop and issue monthly financial reports, by program and service code, to management and program areas. Assist with the forecasting of program projected revenues and expenditures for current and future years. Review and approve journal entries made by staff accountants. Assist with the completion of required financial reports for various services in order to maintain contract compliance with Health & Human Services payors. Authorize and approve transactions for “p” card purchases in the “p” card system on a monthly basis.Authorize and approve Health & Human Services invoices and purchase orders.Track Health & Human Services positions and FTE lists. Assist with the submission of hiring request forms, position review forms and requests for new positions to County HR by completing the position number, costing and funding information.Facilities Coordination / SafetyServe as the Health & Human Services Safety Officer and chair of the Health & Human Services Safety Committee.Provide oversight of the Health & Human Services team responsible for coordination of facility projects. This includes County owned facilities as well as leased facilities. Work with service areas to develop space planning needs and ensure coordination with County Facilities Management. Backup Health & Human Services Facilities Analyst as needed. HIPAAServe as the Health & Human Services HIPAA Privacy Officer Designee and chair of the Health & Human Services HIPAA Task Force. Respond to HIPAA related issues and concerns as well as review all HIPAA Incident Reports. Contract ComplianceSupervision of the Health & Human Services Contracts Team to ensure the Health & Human Services operates in accordance with Public Contracting Rules and County Policies and Procedures around procurement. Work with Compliance Analyst to collect, track and report quality improvement efforts and compliance related activities associated with our contracts. This may include reporting of service or financial data and the tracking performance measures and other outcome data.Work with service areas, Supervisors, Division Directors and the Department Administrator to resolve conflict between program needs and the needs of the departmental contracts. Provide follow-up analysis and respond to questions as directed.Other duties as assigned by your supervisor/manager.Response Level 1: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Due to regular assignment, employee may be assigned a leadership role in the provision of essential services or responses functions. Staff at this response level must complete Incident Command 100, 700, 200, and 800 on-line or in-person training.
MINIMUM QUALIFICATIONS
EXPERIENCE AND TRAININGTwo years of college coursework in business administration, accounting, social sciences or related work; ANDFour years of progressively responsible experience in office administration and budget preparation and coordination; including two years of supervisory experience; ORAny satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County. SPECIAL REQUIREMENTS Must possess a current driver's license in the applicant's state of residence and an acceptable driving history. Marion County will obtain a copy of the driving record for all qualified applicants from Driver and Motor Vehicle Services and review the driving record according to the Marion County policy and procedure for Driving on County Business. The policy can be found at: http://apps.co.marion.or.us/APAP/.The finalist for this position will be required to pass a criminal history background check; however, conviction of a crime may not necessarily disqualify an individual for this position.This position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid, Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549).This assignment is not represented by a union.This is a full-time position, which is not eligible for overtime.Typical Schedule: Monday - Friday, 8:00 am - 5:00 pm, with flexibility depending upon the needs of the department.KNOWLEDGE, SKILLS, AND ABILITIESConsiderable knowledge of the methods and practices of supervision and the ability to carry them out. Considerable knowledge of effective office practices.Ability to supervise other individuals, train employees and effectively utilize available human resources; prepare budget and utilize accounting procedures; communicate effectively in both verbal and written form; form effective working relationships with department heads and other county personnel.PHYSICAL REQUIREMENTS Operates a motor vehicle; stands; sits up to 1/2 hour, may be continual at times; moves about the work area; lifts; pushes, and pulls items weighing up to 5 lbs.; carries items weighing up to 5 lbs. up to 30 feet; moves carts weighing up to 5 lbs.; operates a keyboard; speaks with a clear and audible voice; reads a 12 pt. font; distinguish colors and shades; uses depth perception; hears at a normal speech level;
Please Note :
epokagency.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, epokagency.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.