Administrative TEAM Lead
Administrative TEAM Lead
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$ 37200 - 48300
1 Vacancy
Job Description
Job Responsibilities
Careers at DPH:
Work that makes a difference!Embracing Service Inspiring Innovation Promoting Teamwork Pursuing Excellence and Advancing Equity
Under the supervision of the Nurse Supervisor the LEAD Administrative/Administrative Assistant will manage the Administration team in the areas of Immunizations (IZ) Women Infants and Children (WIC) and Preventive Health (PH) to serve the needs of the clients while maintaining confidentiality.
Management of Clinical Administrative Services:
-Supervisor staff assigned to the health departments provides guidance orientation programmatic training and cross training as required.
-Coordinate adequate administrative staffing through collaboration with the health department manager operations and supervisor of staff assigned to the health department.
-Help to provide solutions and encourages creative thinking related to day-to-day operational issues and challenges; reports violations of agency policies procedures and guidelines to the immediate supervisor of staff assigned to the program.
-Provide input related to the performance appraisals annually for direct reports.
-Manage time and leave for all direct reports weekly and when requests of leave submitted.
-Collaborate with Operations Manager and program supervisors regarding rescheduling clients. In collaboration withprogram employees participate in recruitment selection retention and training of employees.
-Mentor frontline employees for professional development; collaborate with program supervisors for adherence to DPH policies procedures guidelines and standards regarding customer service patient access productivity confidentiality management of electronic medical records and billing errors and corrections; works in harmony with Operations Manager and regional leadership and in collaboration with program leadership collects analyzes organizes and summarizes data for performance measurements reporting and decision-making and developing and implementing processes and procedures to enhance clinic operations.
-Participate in audits and the development and implementation of corrective action plans to ensure compliance with laws rules and regulations that impact health department operations:
-Request footprints Cerner maintenance tickets Simon AppXtender and ensure IT issues are resolved; assist with monthly site meetings; Regional Management
(RMT) monthly meetings and minutes; ensure appropriate material ordering including communication resources and all DPH forms.
-Coordinate the requesting of interpreter services and reporting issues as necessary; monitor the performance and outcomes of administrative service delivery within the health department through customer service surveys; participate on team(s) which promote and improve service delivery to coordinate client servicesthrough collaboration on RMT and community events.
-Work with the Operational Manager and Program Management to monitor implement and ensure administrative program goals and objectives are met; provide assistance to review and assist with client complaints and ensure that grievances are addressed and resolved or elevated to the appropriate person in a timely and responsive manner.
Clinic Services:
-Provide direct administration to client services in Preventive Health (PH) Immunizations (IZ) Maternal Children Health (MCH) and Women Infants and Children (WIC); and Medical Records.
-Meet interview and directs public health clients per program policies on-site andremote services.
Facility Management:
-Responsible for daily functions that support facilities management and clinic operations; provide general facility support to all staff assigned to the health department; daily opening and closing of health department building to ensure the appropriate signatures.
-Collaborate with supervisors of multiple programs to assist with office supply inventory ordering and procurement processes and procedures; ensure and coordinate sites janitorial contracts in addition to ordering supplies being involved in inspections and communication of facility needs; maintenance of site-specific email groups and phone list; bank deposits for vital records immunizations and preventive health services which includes preparationreconciliation taking deposits to the bank appropriate scans and emails to accounts receivable and preparing documents for courier; ensure change fund is obtained and verified to have appropriate currency to make change as neededl; monthly audit of change fund and assigning current up to date utilizing UPS FedEx distribution services for pickup.
- Adhere to policies to include the correct funding sources. Serves as back up to the point of contact for contracted services and county maintenance/facility requests. Provides assistance with safety emergency mock drills (fire bomb tornado active shooter) and evacuation plans. Ensuring that work environments are as free as possible from occupational and environmental hazards such as chemical physical or psychological agents that may affect employees health and safety. Coordinate with fire marshal visits and maintenance of site fireextinguishers; Back-up to the Building Emergency Coordinator who is responsible for safety at the site communicates safety processes leads the safety committee and is the primary communicator with emergency personnel; collaborate on corrective action plans from Safety Inspections Back- up tothe Operations Manager to address visitors who are recording taking photographs or trying to interview in areas where the identities of patients and clients may be compromised; Liaison for Worksite Wellness screenings; Coordinate shred pickup and appropriate documentation of process and monthlycoordination of pest control and maintenance;Maintenance of COVID test kits distribution and reporting to appropriate management.
-Responsible for vehicle management; manage facilitys room use and or reservations; attend assigned community meetings community advisory boards and all outreach; provide MOA coordination with external partners with specific labcourier distribution; assist with WIC Formula inventory and EBT card inventory; serve as VFCbackup coordinator and receives vaccine shipments if applicable.
Medical Records Reception and Switchboard:
Supervise all functions and operations of medical records which includes but not limited to batch files archiving ARMS chart request retention schedules and monitoring/completion for pending transfers in the CARES system; provide direct medical recordsduties when applicable; responsible for reception area of the Health Department; greet customers who enter the building provide community resources checks in client schedule appointments direct the client to appropriate clinic and program ensure reception desk has coverage document track safety kits (NARCAN) and COVID test kits to customers; Responsible for switchboard: answers phone and direct calls appropriately internal and provide external community resources phone numbers and addresses schedule appointments and ensure switchboard coverage.
Emergency Preparedness:
Public Health Preparedness and Emergency Response; participate in and perform administrative coverage inmedical needs shelter POD or EOC. Participate in and/or responds to Public Health Outbreaks andother priority response efforts; provide assistance to maintain activities and all distribution.Minimum and Additional Requirements
State Minimum Requirements:
A high school diploma and work experience that is directly related to the area of employment. A bachelors degree may be substituted for the related work experience.
Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation.
Applicants indicating college credit or degree(s) on the application may upload an unofficial copy of the transcript as an attachment to the application. Please note that the agency will require an official certified copy of the transcript or diploma prior to hiring.
Agency Requirements:
One (1) year of public health management experience with electronic health records (EHR) or strong leadership skills and/or work experience may be substituted for supervisory experience.Preferred Qualifications
One (1) year of supervisory experience preferred but not required. Additional Comments
Driving Record: If this position requires the applicant to possess a valid drivers license to operate a state vehicle or personal vehicle any applicant being considered in the final stages of selection for the position will be required to provide a certified copy of a ten (10) year driving record.
Equal Employment:SCDPH is an equal employment opportunity and affirmative action employing agency. We are committed to a diverse workforce. SCDPH does not discriminate on the basis of race color religion sex (including pregnancy) national origin age (40 or older) disability or genetic information.
Reasonable Accommodation:Applicants needing an accommodation for medical reasons or a sincerely held religious belief may submit a request for an accommodation. A reasonable accommodation may be granted if it doesnt impose an undue hardship or pose a direct threat to the health and safety of others.
Immunization Requirements:All new employees who are healthcare providers will be required to provide documentation of immunity or be immunized against measles mumps rubella pertussis varicella and Hepatitis B prior to beginning employment.
The South Carolina Department of Public Health offers an exceptional benefits package for Full-Time positions that includes:
Health Dental Vision Long Term Disability and Life Insurance for Primary Member Spouse and Children.
15 days annual (vacation) leave per year
15 days sick leave per year
13 paid holidays
Employment Type
Full-Time
