What are the responsibilities and job description for the Administrative Services Manager position at Chatham County, NC?
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Job Description
Are you ready to make a real impact while growing your career in a supportive and forward-thinking environment? We’re looking for a passionate, strategic, and solutions-focused Administrative Services Manager to join our team.
We believe that doing great work starts with feeling supported — that’s why we prioritize work-life balance, career growth, and exceptional benefits for all employees. If you're ready to lead with purpose, inspire change, and be part of a mission-driven team that values both people and progress, we’d love to hear from you.
The Administrative Services Manager position plays an important role in advancing the agency’s mission, leading change within the division, and identifying opportunities to develop effective, efficient, and sustainable services. The primary purpose of this position is to support, guide, and manage the Administration and Billing units within the CCHS Division. Utilizing quality improvement strategies, this position develops procedures to maximize clinical revenue and improve workflows, policies, and efficiencies. Reports to the Division Director.
Essential Functions
- Day-to-day supervision of 5 staff members, including an Accounting Technician IV, an Accounting Technician III, and 3 Processing Assistant IVs;
- Coordinates hiring, orientation, ongoing capabilities assessment, and coordination of in-service training for referenced staff;
- Develops proposals and makes recommendations to the Division Director regarding processes, policies, personnel needs, strategic plans, budgets, contracts, and other matters that enhance and assure the effectiveness of the division in meeting objectives and compliance requirements;
- Regularly attends state and regional meetings where programmatic changes are being recommended or discussed that will impact either the division’s budget or services provided by the division;
- Oversees the management of the agency’s electronic medical record system, including the recommended changes to the system and directing the implementation of those changes;
- Serves as an integral part of the division and department management team;
- Attends all regularly scheduled meetings and other functions as directed by the Division Director;
- Serves as the primary point of contact in connecting administrative and billing staff resources and responsibilities as staff roles evolve;
- Assigns job responsibilities to the CCHS administrative and billing staff and prepares position descriptions to reflect responsibilities;
- Provides backup coverage for reception and registration;
- Responsible for maximizing clinical revenue as the department advances billable community-based services (revenue includes sources beyond billing, such as state agreement addenda, grants, strategic partnerships, contracts, etc.);
- Works with the Division Director, Public Health Nursing Supervisors, and Community Support Services Manager to ensure accreditation standards associated with the division are met;
- Coordinates with the Accounting Technician IV to ensure the division is completing all internal audits as scheduled and preparing for and responding to external audits, which are conducted every two years by DHHS (Administrative Monitoring & Clinical Record Review);
- Provide financial and budget coordination within the division, which includes assistance with the annual division budget, supporting division supervisors in budget development and management, coordinating purchasing across the division, PO entry, and tracking of expenditures;
- Assures compliance with department, county, state, and federal policies, rules, laws, and contractual obligations related to activities assigned to and performed by the division;
- Serve as the primary point of contact for division agreements and contracts, including Medicaid Prepaid Health Plans (and other health insurance plans), local universities, as well as other clinical and community partners with which the division collaborates;
- Processes births, home births, affidavits of parentage, fetal deaths, and death records in NCDAVE, along with preparing mandated reports;
- Assists the local registrar and acts as local registrar in case of absence, illness, disability, or removal of local registrar;
- Attends conferences, workshops, webinars, and other training opportunities in order to enhance general knowledge, connections with other professionals, and understanding of best practices and programs that will have a positive impact on department programs and practices;
- Perform other duties as assigned.
Minimum Qualifications
Graduation from a four-year college or university and three years of experience in personnel, budgeting, billing, research, or administrative services, preferably involving participation in the planning and management of a business or governmental program; or graduation from a two-year program and five years of experience in personnel, budgeting, billing, research, or administrative services; or an equivalent combination of education and experience. Supervisory experience preferred.
Knowledge, Skills, and Abilities
- Extensive knowledge of the organization and program of services available in a local health department.
- Considerable knowledge of the principles and practices of public and business administration.
- Knowledge of social and economic issues and solutions in the community.
- Extensive knowledge of government programs and community resources.
- Ability to interpret and apply federal, state, and local laws, rules, and regulations applicable to public health education/promotion.
- Ability to counsel, guide, assign, and supervise the work of others.
- Ability to supervise, train, or orient staff, students, or interns.
- Ability to present comments clearly and concisely in oral or written form.
- Ability to establish and maintain effective working relationships with County officials, department heads, peers, associates, and the general public.
Physical Requirements
This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking, hearing and repetitive motions, frequently requires touching or feeling and occasionally requires standing, walking, climbing, balancing, reaching, pushing, pulling and lifting; work has standard vision requirements; work requires vocal communication to express or exchange ideas orally; work requires hearing to perceive information at normal spoken levels; work requires preparing and analyzing written or computer data; work has no exposure to environmental conditions; work is generally performed in a moderately noisy location (e.g. business office, light traffic).
Special Requirements
Must possess a valid North Carolina driver's license.
Must be flexible and open to change to meet the needs of the changing community. Program changes at the state and local level are subject to change at any point throughout the year and an employee in the position must be able to react and adapt to the change and take the necessary steps to ensure a smooth transition. This position is generally self-directed but receives periodic input and guidance from the Division Director as well as required evaluations. Works independently on a routine basis with guidance and direction from the Division Director as requested and needed.
Chatham County is fully committed to equal employment opportunity (EEO) principles and issues this anti-discrimination/EEO compliance clause to support and maintain employee’s rights and responsibilities relating to equal employment. The core of equal employment opportunity is the right to work and advance on the basis of merit, ability, and potential, free from prejudice or discrimination. In accordance with the applicable anti-discrimination statutes, executive orders, and other authorities, Chatham County protects employees against discrimination, to the fullest extent of law, on the basis of race, color, religion, sex (including pregnancy), national origin, sexual orientation, gender identity, age, disability, genetic information, marital status, political affiliation, whistleblower activity, parental status, and military service (past, present, or future), and against retaliation for participation in EEO activity or opposition to discrimination.
