Job Description

Department: Cumberland-Perry Drug & Alcohol Commission

Address: Dennis Marion Public Services Building, 16 W. High Street, Suite 302, Carlisle, PA 17013

Work Hours: 8:00 am to 4:30 pm; Monday through Friday (75 hours bi-weekly)

Type Position: Permanent, Full-Time

External or Internal: External

Position Code: DU3009

Title: Administrative Technician – Drug & Alcohol

Salary: $34,671, $17.78 per hour

Pay Range & Step: B22

Posting Period: July 28, 2023 to August 11, 2023

Recruitment Methods:

• Merit Hire Posting
• Transfer
• Reassignment
• Voluntary Demotion
• Promotion

**If you are selected for an interview, you must be able to provide an unofficial copy of your college transcripts. If you are selected for the position, you must be able to provide your official college transcripts. **

Overall Objective of Position: To provide varied administrative support functions in a timely manner to ensure efficient operation of the department with a particular focus on substance use disorder case management and treatment services.

Essential Functions of the Job:

• Designs, creates, and manages databases to accommodate client tracking requirements including client demographics, admission and discharge from case management, and admission and discharge from IP and OP treatment facilities with encumbered, authorized, and contingent costs. Uses numerous self-created forms, queries, and macros.
• Generates weekly financial reports tracking authorizations, encumbrances, and contingencies for more than a dozen different treatment funding streams. Monitors expenditures in each funding stream – advises case managers and administration of allocation status.
• Verifies client eligibility for Medical Assistance or other public funding. Fosters a positive working relationship with the County Assistance Offices.
• Verifies computation of client liability for accuracy and computes total treatment cost. Reconciles days in treatment and treatment costs as clients are discharged. Serves as primary contact for liability abatement requests.
• Prepares and sends written treatment authorizations to service providers. Assigns client authorization numbers and enters client demographics and the state-generated unique client number into agency’s client database.
• Receives data regarding drug and alcohol assessment and treatment services using the State web-based treatment and case management data system and generates electronic treatment authorizations.
• Crosschecks statistics provided by case managers with the client database to verify accuracy, then prepares customized monthly reports for the Commission Community Advisory Board and the County Commissioners.
• Serves as primary administrative support to the Human Services Director - Drug & Alcohol Single County Authority Director for the quarterly Drug & Alcohol Service Provider meetings. This includes managing meeting logistics, sending notifications, attending meetings, distributing meeting materials, and communicating with provider representatives.
• Pre-screens phone inquiries from clients, family members and gatekeepers for potential case management, detoxification, or outpatient services, and makes appropriate referrals. Fields case management and funding questions from human service agencies, hospitals, psychiatric units, the criminal justice system, service providers, family members, and the general public.
• Collects Court Reporting Network (CRN) screening fees from DUI offenders and logs payments in CRN database.
• Establishes and manages the clinical and programmatic filing system for the Case Management unit. Updates the record-keeping system as necessary and when state requirements change. Archives outdated files in accordance with state regulations.
• Successful completion of certain trainings will be required to gain proficiency with the following Microsoft Office applications: Word, Excel, Access, and Outlook. Completion of all mandated training for the State’s web-based treatment and case management data system will also be required.

Additional Primary Job Functions:

• Queries the case management and treatment databases, analyzes data and generates specialized statistical and fiscal reports for administration, the Community Advisory Board, the County Commissioners, or State agencies.
• Distributes client feedback surveys, tabulates responses, and prepares summary reports.
• Participates in weekly Case Management unit meetings, discussing cases that are pending or active, insuring that required paperwork is processed. Compiles meeting notes and case reviews.
• Makes recommendations for development of new procedures and forms to meet State requirements as case management programming continues to evolve.
• Attends Community Advisory Board meetings. Copies and collates handouts and composes minutes for monthly meetings on a rotating basis with other members of the Operations Team.
• Assists in establishing and maintaining cooperative relationships with other county departments, other government agencies, service providers, and other human service agencies.
• Complies with all State and Federal laws regarding client confidentiality and substance abuse prevention, intervention, treatment, and case management services.
• Assists staff members in the submission of computer or maintenance-related Service Request Orders (SROs) as appropriate.
• Utilizes technology and web-based tools necessary to deliver and document case management services, both in-person and virtually.
• Serves as backup to staff member (Administrative Technician – Administration) responsible for reconciling petty cash accounts.
• Serves as a secondary building evacuation coordinator for the department.

Other Duties of Job:

• Serves as a member of the agency Operations team. Provides back-up for other team members.
• Performs other related duties as assigned.
• Occasional evening work is required.

Minimum Experience and Training (MET’s): (Must meet one of the following)

• Such training as may have been gained through graduation from a four-year college or university; and
• Two years of progressively complex administrative support experience as an Administrative Assistant; or
• Any equivalent combination of experience and training.

Clarification: You may substitute related education for the required experience or appropriate experience for the required education. Unrelated experience or education will not be accepted.

Other Requirements: Prior to employment, candidate must receive clearances from: PA State Police, FBI, PA Child Abuse Registry, and Office of the Inspector General (Federal Health Care Exclusion). These clearances must be maintained throughout employment.

Selection Criteria:

• Meet the minimum experience and training for the job
• Meritorious service: defined as the absence of any discipline above the level of written reprimand during the 12 months preceding the closing date of the posting

This is a Merit Hire position. The hiring process will comply with the Cumberland County Merit Hire Program. Current County Employees will follow the County Promotion/Demotion Policy.

If you are contacted for an interview and need accommodations for the interview due to a disability, please advise the interviewer of the accommodations you require well in advance of the scheduled date.

CUMBERLAND COUNTY IS AN EQUAL OPPORTUNITY & AFFIRMATIVE ACTION EMPLOYER

Company Description

Mission Statement:The most livable community with the most efficient and effective public services in Pennsylvania.

We are always looking for talented, self-motivated individuals to join our team. If you think you are ready to be a part of an exciting team, then we encourage you to continue with this job application!
Cumberland County Diversity, Equity, and Inclusion Statement

Cumberland County acknowledges and celebrates the unique characteristics of our residents, employees, and visitors. We identify diversity as a strength and consider it a growing, valuable asset of our community. We thoughtfully offer services and opportunities by understanding the different needs of our residents and actively engaging the underrepresented. Everyone who lives, works, and visits Cumberland County will benefit from our commitment to a welcoming environment.

Benefits

Medical Benefits:

• Capital Blue Cross Medical Insurance (currently with options for no out of paycheck costs)
  • Health Savings Account
  • Wellness program with wellness incentives
• Capital Blue Cross Vision Insurance (currently with options for no out of paycheck costs)
• United Concordia Dental Insurance (currently with options for no out of paycheck costs)

Retirement Benefits:

• County Retirement Pension
  • 5% minimum pre-tax contribution required, with the option of increasing your contribution over 5% up to 15% post-tax
  • Fully vested after 5 years of credited service
  • Normal Retirement Options:
    • Age 55 with 20 years of credited service
    • Age 60 with any amount of credited service
• Voluntary 457b Deferred Compensation Plan
• Military Time Buy Back Options

Paid Time Off:

• Vacation
  • 10 days per year, accrued per pay period (Non-Exempt)
  • 15 days per year, accrued per pay period (Exempt)
  • Increase for both Non-Exempt and Exempt of 5 days per year after 2 years of service
• Personal
  • 3 Personal days per year, pro-rated based on starting date
• Sick
  • 5 Sick days per year, pro-rated based on starting date
• 12 Paid County Holidays
  • No waiting period to receive paid holidays

Additional Benefits:

• Tuition Reimbursement
  • 75% of tuition & book costs reimbursed up to $1,200 per semester for pre-approved courses earning a grade C or better (after 6 months of Full-Time Employment)
• Employee Assistance Program
  • Resources for: Childcare, Eldercare, Legal, Financial, and Coaching
• Flexible Spending Account
• Dependent Care Account
• Short Term Disability
• Long Term Disability
• Life Insurance