What are the responsibilities and job description for the Office Services Manager position at Ozaukee County?
Office Services Manager
Full Time Position
Pay Range: $27.27 - $35.39/Hour
POSITION SUMMARY:
- This position is responsible for numerous areas of importance within the Department of Human Services. The main areas of responsibility include: Administrative/Clerical, Billing, Electronic Database/Reporting, Communication to the public and Departmental HIPAA Compliance. The primary focus of the work is efficient office operations and meeting the needs of the Director, department staff and the public. An incumbent will have practical knowledge of all programs served by the department and privacy and compliance guidelines within those programs.
DESCRIPTION OF THE JOB:
- 55% Program Management
- Develops and implements policies/procedures that support the overall needs of the Human Services Department.
- Ensure Departmental compliance of Health Information Portability and Accountability Act (HIPAA) guidelines.
- Develop and maintain quality control systems to monitor administrative workflow needs.
- Utilize effective problems solving skills in maintaining a constructive working relationship with members of the community, County departments, other department units and divisions to ensure optimal levels of customer service.
- Identify and promote efficiencies whenever possible.
- Develop and recommend a proposed budget for all programs of responsibility.
- Evaluate and report information regarding billing & administrative impressions. Report their impact on services and recommend modifications when needed.
- Develop and Implement Department Orientation Process for new employees.
- Manage and Assist with tasks involving medical billing, budgeting and other confidential correspondence as requested by the Director.
- Develops and Maintains a system to ensure Background checks are completed for all Department staff when statutorily required.
- Manages client budgets/acts as Payee for Community Support Program (CSP).
- Actively participates in the Department’s Strategic Planning.
- 40% Supervision
- Assigns duties, coordinates, supervises and monitors operations of the Billing, Clerical, Electronic Database and Department’s HIPAA compliance.
- Performs personnel functions of unit, such as making recommendations to fill vacancies, interviewing, hiring new staff and completion of annual reviews.
- Approves program related expenditures.
- Monitor performance standards and modify procedures when needed.
- 5% Other Duties as Assigned
SUPERVISION RECEIVED:
- This position reports to the Director.
SUPERVISION EXERCISED:
- 5 Clerical Staff
- 2 Billing Staff
- 1 Database System Administrator
- 1 Compliance & Communication Officer
JOB REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Education:
Education:
- Graduation from a recognized college or university with a bachelor's degree in Business Administration or related field
- Graduation from a recognized college or university with a master's degree in the areas listed above may be substituted for one year of the general work experience.
Experience:
- Five (5) years of responsible professional work experience in an office setting providing social services, one year of which was in a supervisory capacity.
Knowledge, Skills and Abilities:
- Knowledge of effective principles and practices of office management and work organization.
- Knowledge of Human Services Department programs, policies and procedures.
- Knowledge of effective supervisory methods, practices and techniques.
- Knowledge of business English, composition, spelling, grammar and punctuation.
- Ability to plan, organize, coordinate, assign and evaluate the work of assigned staff.
- Ability to communicate effectively, both orally and in writing.
- Ability to prioritize tasks, integrate numerous task assignments from various sources, deal with interruptions and meet rigid deadlines.
- Ability to analyze complex office problems and develop and implement sound solutions.
- Ability to establish effective working relationships with other employees, elected officials, and the general public.
- Ability to maintain confidentiality and to work in stressful and noisy environment.
- Ability to operate a personal computer and various software applications as well as other standard office equipment.
- Knowledge of billing 3rd party vendors for services.
- Ability to handle client billings and collections.
- Ability to complete monthly fiscal billing reports and reconciliations.
- Ability to work under the stress of continual public and interdepartmental contact and the pressure to meet strict deadlines.
- Ability to work with detailed, complex and sensitive materials, exercising considerable human relations skills as a routine part of the job, anticipating and identifying problems and where appropriate, implementing solutions.
Ozaukee County reserves the right to consider candidates whose education and work experience provides comparable knowledge, skills and abilities.
WORKING ENVIRONMENT:
WORKING ENVIRONMENT:
- Work is performed primarily in an office setting requiring hand/eye coordination in the operation of a personal computer and other office machines.
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