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Douglas County  1920
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MENTAL HEALTH DIVISION BUSINESS MANAGER
Pay Range GC22

INTRODUCTION

This classification performs management duties to provide administrative coordination to division programs and services. Administrative program is responsible for reception, transcription, medical billing and claims adjudication, medical records, utilization review, budget oversight and representative payee services for the mental health division. Manager coordinates workflow between administrative and professional staffs, develops procedures, policies, materials/forms, filing and other support systems for efficient administrative operations. Coordination includes budget development and monitoring activities, participation in quality improvement activities to enhance efficiency of program and overall effectiveness of service delivery. Duties require interpretation and application of departmental policies; supervise support staff and has accountability for work performed within unit; serve as assistant to and can speak for division director.

EXAMPLES OF PRINCIPAL DUTIES

(Duties assigned to this classification include, but are not limited to, the following examples.)

1. Develop procedures, policies, materials, forms, filing and other support systems for efficient administrative operations for staff performing multiple functions; responsible for workflow and communication coordination between administrative and professional staff.

2. Supervise, coordinate and prioritize work activities of support staff in the areas of reception, transcription, medical billing and claims adjudication, medical records, utilization review, quality assurance and representative payee services; offer assistance as needed, and determine best solution when problems arise. Ensure compliance with regulatory standards. Assume accountability for work performed within unit. Is involved in selection, training, evaluation, discipline and termination of employees; plan, organize, coordinate and review work. Interpret policy and procedure.

3. Share leadership role in the development and monitoring of division budget. Maintain a variety of departmental accounting records and logs; perform various predetermined calculations; reconcile accounts with Finance printouts; code invoices for payment.

4. Process and maintain confidential documents including personnel, payroll, and medical records. Assist with administration division recruitments. Design, and compose a variety of correspondence, forms, graphics and reports; operate a variety of complex office equipment, which includes computerized equipment.

5. Monitor division contracts, grants and leases; track progress and develop related reports; and order and maintain general office and specialized supplies and equipment; contact appropriate vendors.

6. Independently research, compile and summarize information for a variety of reports or to address, resolve issues or problems; prepare information for inclusion into reports; provide project and program management as assigned, which includes coordination with other agencies.

7. Interpret to public and other departments or divisions information requiring a knowledge of division and departmental policies and procedures and statutory authority in order to provide assistance, exchange information, and solve problems.

8. Represent division director at meetings; provide assistance role to boards and committees related to department, including foundation support relating to donated funds.

KNOWLEDGE, SKILL AND ABILITY REQUIRED BY THIS POSITION

Knowledge of: Thorough knowledge of principles and practices of administration including fiscal management, budget preparation, personnel and program management; considerable knowledge of fiscal monitoring and budget coordination techniques and procedures; considerable knowledge of database development, statistical data collection and research techniques and procedures; considerable knowledge of record keeping and reporting. Skill in: Collecting and analyzing data for department operations and programs; report writing and composing correspondence; processing information utilizing automated equipment; personnel assessment, leadership, delegation and evaluation of staff, lead workers and unit managers. Ability to: Communicate effectively in both oral and written forms; conduct research and establish and maintain records, reports and statistical data; plan and organize administrative office operations, including developing office systems, policies, and procedures; plan, organize, assign, coordinate, and review work of staff performing multiple functions; represent department or division in a variety of settings; utilize problem identification and resolution techniques; remain calm and use good judgment during confrontational or high pressure situations; make decisions independently in accordance with established policies and procedures, establish new procedures when applicable, and use initiative and judgment in completing tasks and responsibilities; maintain confidentiality; courteously meet and deal effectively with other employees, agencies, advisory boards, committees, consultants, contractors, vendors and the public.

Education, experience and training: Bachelor's degree in public or business administration or related field which includes course work in accounting and information systems and two years progressively responsible work experience in management or administration which includes supervisory and/or program management experience OR Associate's degree in business administration and four years progressively responsible work experience in office management, program management and supervisory experience OR six years work related experience which includes supervisory and/or program management experience OR a satisfactory equivalent combination of education, experience and training.

Desirable qualifications: Course work in accounting and information systems.

SUPERVISORY CONTROLS OF THIS POSITION

Work is performed under the guidance of mental health division director. The employee works independently in administering a complex area of responsibility and confers with supervisor for professional advice. Discretion is required in applying general goal and policy statements, in development of recommendations, policies and procedures and in resolving program problems. Work is accomplished within a broad framework, with authority and responsibility in area of service. Periodic reviews of work performance are conducted in terms of expected results.

GUIDELINES

Work is performed within departmental policy and procedures; federal, state and county statutes, rules, regulations and ordinances; personnel rules, fiscal and accounting reference materials, software and equipment manuals, specialized reference materials. Employee uses seasoned judgment in interpreting guidelines and contributes to modifications of existing department guidelines by recommending changes or adapting guidelines to problems encountered.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Regular and consistent attendance is required.  Work is performed in an office environment and is generally sedentary; may require bending, color identification, gripping with hands and fingers, hearing voice conversation, keyboarding, lifting/carrying up to 34 pounds, pulling, pushing, reaching, sitting, standing and walking.

 
   
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