Hendricks County Job Description

Title: Office Manager

FLSA Status: Non-Exempt

Department: Health Department

Supervisor: Health Department Administrator

PURPOSE OF POSITION:

Incumbent serves as director of the office and financial management for the Health Department. Supervises the workload of the Environmental Health Secretaries, Administrative Assistant/Billing Specialists, and Vital Records Registrar. Manages department budget, grant, contract, and financial daily operations of the Health Department. Provides clerical and administrative assistance to the Health Officer, Health Department Administrator, Public Health Nurses, and Environmental Health Specialists.

ESSENTIAL FUNCTIONS:

• Ensures consistent and customer-focused operation of the Environmental Health and Nursing front offices.
• Provides support to the Environmental Health Secretaries, Administrative Assistant/Billing Specialists, and Vital Records Registrar, including training, workflow, coverage, and guidance when needed.
• Responsible for approving payroll forms, including PTO and overtime requests, timesheets, and corrections for front office staff.

• Prepares semi-monthly claims for the Health Department invoices, updates the budget line-item trackers, and submits claims to the Auditor’s Office.

• Prepares all month-end collections and reports for submission to the Auditor’s Office and administers the bookkeeping for the department.

• Responsible for the preparation and maintenance of financial records, budgets, and grant reports for Environmental Health, Healthy Families, and Nursing.

• Maintains complete records of the Health Department’s collections and payments to be reviewed by the State Board of Accounts.
• Generates and files correspondence, reports, and records, including Freedom of Information Act and other public record requests.
• Assists the Administrator in preparing the department’s annual budget for review and submission to the County Council.

• Assists in ordering supplies and materials for departmental needs and/or operating procedures.
• Prepares and provides information regarding new hires and employee changes to Human Resources for front office staff.

• Maintains order, organization, and responds to personnel requests and complaints, including meeting/discussing with staff, and taking appropriate action to resolve valid complaints within department guidelines/policy.
• Processes all requests for maintenance, repair, and replacement of office equipment, including researching and obtaining quotes for new equipment.

• Manages collection of permit fees, daily money deposits, balance of monthly bank statement, and preparation and delivery of monthly quietuses to the County Treasurer.
• Ensures preparation and submission of monthly report of Hendricks County resident deaths to the Clerk’s and Auditor’s Offices to maintain current voter registration files and update property and probate files.
• Compiles monthly and end of year reports for Health Officer and Health Board.
• Participates in departmental emergency and public health preparedness plans, drills, and exercises.

• Complies with all Health Insurance Portability and Accountability Act (HIPAA) requirements and other regulations.

NON-ESSENTIAL FUNCTIONS:

• Receives phone calls and visitors, answers questions, or refers to the appropriate department.

• Balances books, makes deposits, and prepares quietuses when needed.
• Provides assistance with collecting, opening and distributing mail.
• May be called upon to secure safety of vaccines during after hours power failures when notified that monitor alarm has been activated. If necessary, must transport vaccines to hospital for safe storage.
• Perform other duties as assigned.

EDUCATION AND QUALIFICATION REQUIREMENTS:

• High School Diploma or GED

• Previous management/supervisory experience preferred

• Previous secretarial/administrative assistant experience
• Ability to coordinate workload among front office staff

• Ability to be a notary public
• Ability to be bonded
• Certified as a Professional Biller and/or Medical Coder preferred
• Strong bookkeeping skills

• Proficient knowledge of general office practices, such as filing, record keeping, phone etiquette, etc.

• Ability to operate and maintain various office equipment including a computer, calculator, printers, copier, telephone with voice mail, and fax
• Basic computer skills in Microsoft Office
• Ability to effectively and tactfully deal with other people
• Strong organizational skills
• Ability to work basic math problems
• Ability to communicate well, both verbally and in writing and appropriately respond to constructive criticism
• Attention to detail
• Ability to plan and lay out assigned work projects, work alone and with others in a team environment with minimum supervision, and maintain appropriate, respectful interrelationships with co-workers and the public
• Knowledge of the core functions and the essential services of public health.
• Complete Vaccine For Children (VFC) Provider Training annually
• National Incident Management System (NIMS) IS-100-400, IS-700, IS 800 certifications within a year of employment
• Knowledge of emergency preparedness plans and the ability to perform the assigned functions

RESPONSIBILITY:

Incumbent works independently and manages the front office to ensure smooth operation. Discretion must be used in coordinating the secretary positions and resolving conflicts. Incumbent must use discretion and sound judgment in maintaining budgetary needs of several different funds/grants. Preparation of vital records (birth & death certificates) requires a high level of accuracy. Errors in work can cause substantial inconvenience to the public, moderate inconvenience to the regulated community and public, moderate cost, and loss of time to the department.

WORKING RELATIONSHIPS:

Working relationships are with the Administrator, other team leaders, other county departments, governmental agencies, community service agencies, billing companies, insurance companies, medical providers, and the general public for the purpose of obtaining, communicating, and providing factual information.

WORKING CONDITIONS AND PHYSICAL DEMANDS:

Work is performed in a standard office environment; however, the office manager may be called upon for administrative support in the event of public health emergency. On call 24 hours a day, 7 days a week.

APPLICANT/EMPLOYEE ACKNOWLEDGMENT:

The job description for the position of Office Manager in the Health Department describes the duties and responsibilities in this position. I acknowledge that I have received this job description and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Is there anything that would keep you from meeting the job duties and requirements as outlined? Yes______ No______

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Applicant/Employee signature Date

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