OFFICE SERVICES SUPERVISOR - BH ADMIN

Under general direction, plans, organizes, directs, and coordinates the operations of reception and client services; which may include, transcription, medical records, vital statistics, admissions, registration, and assisting in the development, implementation and evaluation of goals, objectives, policies and procedures related to these functions; provide complex support to the assigned higher level managers; and selects, trains, and supervises subordinate clerical staff.

The ideal candidate for a County Behavioral Health Reception Supervisor is an experienced, dependable, and high-energy leader who can effectively supervise and support front desk staff in a fast-paced, high-volume, public-facing environment. They demonstrate strong customer service skills, maintain a calm and professional demeanor in stressful or crisis situations, and ensure a welcoming, trauma-informed experience for clients.

They are comfortable working with a diverse range of clients and can show empathy and compassion while maintaining appropriate professional boundaries. This individual is highly organized, knowledgeable of confidentiality and compliance requirements (including HIPAA), and skilled in managing daily operations, scheduling, and workflows across multiple sites. They communicate clearly with staff and leadership, adapt quickly to changing demands, and bring the energy and initiative needed to keep up with the daily pace of the office, while holding themselves and their team accountable to high standards of accuracy, responsiveness, and professionalism.

The eligible list established from this recruitment may be used to fill any future opening(s), including Limited-Term, Part-Time and Extra Help, in this class for up to six months. 

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NOTICE: All correspondences, notices and invitations to test and/or interview will be via e-mail through Governmentjobs.com/NEOGOV.  Please be sure to set-up your inbox to receive them or check your junk-mail to make sure you are receiving Sutter County's recruitment communications. You may also view all correspondences by logging in to your governmentjobs.com profile and clicking on the mail symbol on the top right corner. The following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other related duties may be required and assigned.

1. Supervises registration and reception functions, may include vital statistics registration and patient registration, medical records, and medical transcription.
2. Supervises, directs and evaluates assigned staff, to include assigning work, handling employee concerns and problems, counseling, disciplining, and completing employee performance appraisals.
3. Directs, supervises and plans work activities associated with departmental and/or medical records, including records that are electronic or paper-based.
4. Oversees department security systems including coordinating with General Services - I.T. Division on electronic pass card system tracking, and outside vendors for activities related to video monitoring systems, and alarm systems.
5. Administers department communications systems including telephone systems and cellular phones by coordinating with outside vendor on issues, and coordinating with General Services - Purchasing and I.T. Divisions and employees for cell phone issuance, repair, etc.
6. Provide information to the public or to County staff that requires the use of judgement and the interpretation and application of policies, rules or procedures including the oversight of department client grievance process to ensure tracking and disposition.
7. Directs a record keeping system concerned with the filing and control of medical and/or program files or reports; directs maintenance, purging and storage of records.
8. Receives, screens, and processes requests from physicians, insurance companies, attorneys, patients, and others with a legitimate interest in case histories.
9. Maintains client records and distribution of client information in accordance with federal, state and local laws.
10. Supervises and/or participates in compiling statistical information, transcription of medical dictation, and maintaining equipment inventory.
11. Oversight of physician calendars including coordination of conservatorship trials.
12. Coordinates with General Services on housekeeping and facilities maintenance issues.
13. Develop, plan, recommend and implement improved operating procedures, forms, and work processes.
14. Provides input into the budget and goal setting processes for the unit; monitors expenditures for assigned areas of responsibility.
15. Confers with department management regarding planning and departmental projects.
16. Assists medical staff in using codes and indexes and in selecting case histories.
17. Assists Departmental Committees by researching records, organizing studies, helping to develop criteria for studies, maintaining meeting minutes, preparing correspondence, and ensuring maintenance of appropriate documentation.
18. Assists in development and implementation of computer applications to support department operations.
19. Prepares and/or generates various reports, correspondence and documentation.
20. Processes documentation related to personnel and payroll. 
21. Maintains inventory of departmental supplies; initiates requests for new or replacement materials.
22. Responds to requests for information or assistance.
23. Attends meetings and conferences.

 EXAMPLES OF MARGINAL DUTIES

1.  May testify in court to authenticate medical records.
2. Answers the telephone, provides information, takes messages and/or directs calls as appropriate.
3. Copies and distributes documentation.
4. Maintains departmental files and records.
5. Provide off hours support as required.
6. Performs the duties of departmental positions as needed.
7. May provide clerical and other support for departmental committees.

Knowledge of:
State and federal privacy laws as they relate to confidentiality, medical and/or program information and records; methods, practices and terminology used in statistical clerical work; office record keeping principles and practices; modern office practices and procedures; principles of supervision; basic mathematics; standard office equipment; and basic computer applications and techniques. Medical and anatomical terminology and disease etiology required for proper classification, maintenance and custody of medical case records may be desirable. 

Ability to:
Supervise the maintenance and processing of statistical records; supervise the coding, indexing and filing of records; prepare or supervise the preparation of reports and correspondence; produce comprehensive statistical reports; monitor budget information; communicate effectively both orally and in writing; establish and maintain effective working relationships with employees, physicians, and the general public; operate standard office equipment; and utilize various computer software programs relevant to the position.

Education and Experience:
Equivalent to completion of an Associate’s degree from an accredited college or university in business administration, public administration, health administration, economics, or related field; four years of increasingly responsible experience which would demonstrate the above knowledge and abilities, including at least one year in a supervisory position; or any combination of education and experience that provides equivalent knowledge, skills and abilities.Essential Duties require the following physical skills and work requirements:
Requires the ability to maintain mental capacity which allows the capability of exercising sound judgment and rational thinking under varied circumstances; the ability to exert a small amount of physical effort in sedentary to light work involving moving from one area of the office to another; ability to see; ability to hear and communicate orally; requires sufficient hand/eye coordination to perform semi-skilled repetitive movements, such as using a computer, typing, data entry or use of other office equipment or supplies;.

Disaster Service Workers: 
All Sutter County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to perform certain emergency services at the direction of the department and/or County.

License or Certificate:
This classification may require a valid California driver’s license.

Recruitment Process
The recruitment process for this position includes completing an application and participating in oral interview(s).  Please notify the Human Resources Department prior to the final filing date for this position if you believe you have a disability, which would make it difficult to participate in any portion of the recruitment process and would require reasonable accommodation. Sutter County reserves the right to require medical documentation concerning the need for accommodation. Offers of employment are contingent upon investigation of employment history, references, drug testing, medical review/exam and fingerprinting in addition to other appropriate requirements of the position.
 
NOTE: Sutter County utilizes E-Verify to confirm the eligibility of employees to work in the United States.

The County of Sutter is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodation to qualified individuals with disabilities.  Sutter County encourages both incumbents and individuals who have been offered employment to discuss potential accommodations with the employer.

Salary : $51,230 - $70,637