Job Title: Manager of Administrative Ope

Placed on 11/15/2023
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Job Title: Manager of Administrative Operations Department: Northwest Indian Treatment Center Inpatient Facility Reports to: Treatment Center Director FLSA Status: Non-Exempt TS Range: 11/12 Scope of Work: Operates as a member of the administrative team that coordinates different functions of the organization. Manages all administrative activities, provide office and administrative support for the program director. This position understands changes and works with the legal department to develop strategies in relation to local, state and federal entities such as the Department of Health, the Health Care Authority, CMS, CARF as well as other national organizations relevant to tribal health care and makes recommendations to the Director. This position attends state and/or tribal meetings, coordinates and manages contract agreements with MCO’s and other funders and reports opportunities for other sources of revenue to the Director. This manager organizes reports, pulling from multiple sources that meet the needs of external sources and requirements including those of referring agencies. Requires independent performance of complex administrative assignments using substantive knowledge of a variety of regulations, rules, policies, procedures, processes, materials and equipment. Problems are resolved by choosing from established procedures and/or devising work methods. Develops budgets, attends budget meetings, plans, organizes, and supervises all budgeting activities including grant management, purchasing and related activities to support NWITC operations under the Director. Independently performs a variety of complex administrative, clerical assignments such as establishing and managing record keeping systems including data base files, monitoring and resolving clerical problems. Responsible for contracts management, policy and procedures manuals and ensuing personnel documentation are current. Responds to inquiries regarding the day-to-day functions of the office including on-site interfaces with HR. This position requires DBT skills and the ability to teach a population that is often resistant to new information. This position interacts with patients and coworkers demonstrating DBT skills to assure necessary information sharing and consistent practice. Uses DBT skills to make appropriate interventions in emotion-laden situations. This senior level position includes supervisory responsibilities. This position may be assigned training of new personnel. Travel may be required. Weekend and evening shifts may be required; on-call responsibilities required. Responsibilities/Examples of Work: Other duties as assigned. • Consistently demonstrates DBT skills in interaction with employees, peers, patients and external entities. • Inputs correct data into the system required for HCA reporting. Attends meetings, completes required plans, reports and A19 forms and routes them to the SIT grant coordinator on time. • Ensures grant funds are spent according to grant guidelines completes required reports on time and attends meetings as appropriate. • Attends monthly tribal meetings and other state and federal meetings as they relate to health care and reports information and recommendations to the Director. Works with other departments of the Squaxin Island Tribe and AIHC as appropriate to resolve issues. • Monitors all sources of revenue, works with the billing department to ensure the negotiated rate is reimbursed appropriately and makes changes with the Director as necessary. Completes an annual report reflecting projects and expenses related to the negotiated rate, routes them to the director and appropriate personnel and files them in a manual. • Reviews required documentation of contractors and employees for completeness per NWITC policy and procedure and CARF standards. • Reviews, edits and develops policy and procedures to ensure organization and consistency with CARF standards. • Ensures facility licenses fees are mailed out prior to expiration along with all the required documentation to DOH, CARF, City of Elma and other licensing departments. • Process leave requests, tracks comp time and assures accuracy in hours claimed. • Develops and monitors annual budgets, monitors financial statements and completes budget modifications as necessary with approval from the Director. Attend budget hearings, train staff members with accounting procedures and paperwork as needed. • Ensures supplies are ordered and monitors inventories. Interacts with tribal financial and accounting positions to assure center procurement needs are met consistent with tribal accounting practices. Maintains proper record of petty cash. Ensures requisitions conform to budget guidelines. • Ensures accounting paperwork and reports are coded appropriately and approve documents using the automated Micriox system. • Completes contracts and addendums, gathers all paperwork required by finance, obtains appropriate signatures and routes them to finance. • Maintains a database to track counselor’s continuing education units. • Develop and manage department contracts and memorandum of agreements. Organizes contracts and processes the budget component for billing. • Routes interested applicants to Squaxin HR. • Conducts all department specific new hire paper work. Adheres to all NWITC regarding onsite file standards. • Assures all documentation is in the required file is kept confidential and up to date and in accordance with CARF, DOH and HCA standards, routes appropriate paperwork and questions to HR. • Keeps a database of evaluations, routes evaluation forms to appropriate supervisor, sends completed evaluations to HR and keeps copy in the required agency file. Directs employees to proper tribal channels. • Keeps a database of personnel requirements: Driver’s license, CPR, Vehicle Insurance, HIV/Aids Training, professional credentials and TB testing to assure all employee information is up to date. • Records, compiles, enters and retrieves patient data on computers. Prepares quarterly report in a timely manner and routes it to appropriate departments and facilities. • Orients new employees and trains staff at annual training. • Maintains current CARF, DOH, and HCA manuals. • Ensures employees are registered for trainings and travel arrangements are coordinated with the tribe. • Coordinates meeting arrangements, attends staff meetings, keeps minutes and routes them to attendees and the meeting minutes’ manual. • Ensures all activities of the intake coordinator and office assistants are completed in a timely manner. • Operates equipment such as calculator, copiers, computer and fax machine. • Develops, monitors and maintains filing and storage systems. • Composes and edits letters. Develops forms, labels, schedules, budgets, and data base using Microsoft Windows, Word, Access, and Excel. • Develop and prepare department correspondence, memos, contracts, and reports. • Answers telephone; coordinates the message delivery system; refers calls to proper person; operates a central telephone switchboard; greets visitors, and answers inquiries from the public. SUPERVISORY RESPONSIBILITIES: This position supervises intake coordinator and office assistants QUALIFICATIONS: 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/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Must not be under current investigation by the Department of Health or found in noncompliance with DOH ethical standards. EDUCATION and/or EXPERIENCE: Master’s Degree and three years of related experience OR Bachelor’s degree and five years of related experience. OR Associate of Arts degree and seven years of related experience. OR High school graduation or GED and nine years of office administration or clerical experience. Note: Some positions in this class will require keyboarding or typing accurately at a net speed of 40 words per minute or faster. LANGUAGE SKILLS: Ability to read, analyze and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write, speeches and articles for publication that conform to a prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors. Able to manage demanding groups and individuals skillfully and appropriately demonstrating DBT skills. Must be able to speak before groups in an engaging manner that maintains attention and work with a team to implement trainings. MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry. REASONING ABILITY: Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. CERTIFICATES, LICENSES, REGISTRATIONS: Must have a current, valid Washington State Driver’s License. The successful applicant must pass a criminal history background check. Must be insured by the Tribe’s insurance carrier. Must complete TB test and CPR training. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear and to sit; frequently required to walk; reach with hands and arms and use hands to finger, handle or feel, and occasionally required to stand, climb or balance, stoop, kneel, crouch or crawl, or taste or smell. While performing the duties of this position, the employee may frequently be required to lift up to ten pounds and occasionally lift up to 25 pounds. Specific vision abilities required by this job include close vision; distance vision; peripheral vision and depth perception. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job in context with multiple interruptions and sudden changes in priorities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions. The noise of the work environment for this position is usually moderate. DRUG FREE WORKPLACE: The successful candidate will be required to have a urinalysis for drug and alcohol screening, in accordance with the Tribe’s Drug Free Workplace Policy. INDIAN PREFERENCE: Indian Preference will be exercised in the hiring of this position in accordance with the Tribe’s Personnel Policies. CONTACT: Human Resources Department (360) 426-9781. SUPERVISED BY: Treatment Center Director SUPERVISES: Office Assistants, Intake Coordinators AD#987295
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