Client Access Services Supervisor (admin Asst V)

Location
Fairfax, Virginia
Salary
$46,175.79 - $76,959.58 Annually
Posted
Apr 06, 2019
Closes
Apr 06, 2019
Ref
19-00708
Hours
Full Time
Job Announcement

Provides the day-to-day support for Business Operations, Client Access Services Team. Supervises and directs the Client Access Service Lead and administrative support staff in duties related to front desk, revenue management and the procedures and policies for the administrative support staff are clearly interpreted and consistently applied. Assesses staff performance and completes performance evaluations within specified time frames. Appropriately handles personnel issues and conflicts using resources available; Human Resources, Office of Equity Programs, Employee Advisory Council, and Employee Assistance Program. Serves as a senior level supervisor for the Business Operations Division. Participates in team meetings and effectively communicates the experiences of the Client Access Services unit. Participates in the development of and ensure CSB procedures and policies are effectively communicated to the Client Access Service leads and administrative support staff. Effectively partners with the Administrative Associate in providing objective reports and information that can be used to measure outcomes in the Client Access Service unit and guide the development and/or revision of procedures and policies in the Business Operations Division. Works with executive and senior management, other county agencies and Merrifield tenants to ensure that CSB identified goals and objectives are fairly represented. Must have clear and concise oral and written communication skills, strong problem solving ability, excellent organization skills, and be a strong multi-tasker.

Functional area: Supervisory, Office Management, Scheduling & Coordinating for Others, Administrative procedures, Reports

Note: Salary offer will not exceed the midpoint of the advertised range. To learn more about careers that make a difference, watch our video " CSB: Making a Difference in Our Community "

Illustrative Duties

The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list.

General Financial Duties
Supervises a group of clerical/accounting personnel performing duties at the Asst. III level;
Determines, modifies, and implements administrative policies, procedures and methods to improve office practices;
Designs and uses spreadsheets and databases to interpret and organize resource information;
Provides customized reports to analysts or others in the unit.
Fiscal Administration
Analyzes data and develops budget recommendations and projections for unit;
Administers several complex funds, projects, contracts and/or grants;
Processes journal and/or budget entries (e.g., change orders, accruals).
Accounting
Performs duties requiring entry level professional knowledge of basic accounting principles;
Reconciles and monitors unit's accounting processes;
Resolves non-routine and complex problems;
Prepares wire transfers;
Performs unique accounting functions that have department-wide impact.
Purchasing
Researches and recommends equipment/vendors and prices;
Determines substitutes for supplies and high value equipment;
Coordinates the purchase of non-standard items (e.g., purchases requiring coordination with other departments, multi-fund purchases, and/or biohazardous material acquisition);
Resolves issues and disputes with vendors and/or identifies need for increased levels of contract monitoring;
Acquires insurance via county Risk Management.
General Executive Assistance
Provides advice and counsel to members of the executive/work unit head's functional area;
Exercises discretion in administrative policy interpretation;
Resolves a wide variety of operational problems requiring sound judgment.
Acts as the liaison between the executive/work unit head's functional area, other county offices, and external agencies;
Recommends exceptions to administrative policies that are subject to review.
Scheduling & Coordinating for Others
Supervises or handles the most complex, non-routine activities where consequence of error is high;
Coordinates all logistic activities for visits by external groups;
Schedules/sets up presentation rooms, obtains required audiovisual equipment, schedules order of presentations, length, etc.;
Verifies travel arrangements made by visitors (e.g., travel to/from hotel);
Makes all arrangements required by visitors regarding catering or supplies;
Directs or performs the scheduling, organizing, coordinating and making of arrangements for national and international meetings;
Negotiates prices for goods and services required at meetings;
Manages the calendar of the executive/work unit head with authority to make commitments of the executive/work unit head's time and to distinguish higher from lower priorities in the executive/work unit head's schedule.
Communication
Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the functional area under their own signature;
Explains and interprets policies as they apply to unique situations with potential legal and safety implications;
Researches, coordinates, and provides information to others including citizens, executive/work unit head, and/or BOS members/staff;
Informs internal staff regarding executive/work unit head's decisions regarding procedural issues and provides the reasons for those decisions.
Office Management
Supervises several dissimilar or specialized functions each with unique training requirements;
Devises procedures for complex or specialized functions;
Anticipates and develops procedures/tools to prevent problems; solves unusual problems;
Provides administrative support to the functional area (e.g., reviews, evaluates and prioritizes all requests and communications;
Analyzes short and long-range administrative needs such as space, staffing of functional area).
General Administrative
Responsible for and determines administrative procedures.
Receptionist/Public Contact
Answers questions requiring decisions that tend to establish a precedent and/or commit a unit or supervisor to a course of action;
Recommends procedural changes;
Interprets policies and provides oral and/or written interpretations/procedures for non-routine/complex problems referred by front line staff.
Word Processing/Typing
Supervises word processing staff including training of staff;
Edits for style, format, and/or layout.
Information Systems/Software
Trains staff in use of agency information systems/software;
Researches & selects hardware/software;
Creates complex spreadsheets for department;
Operates/manages complex databases & other software using advanced functions;
Diagnoses and resolves hardware/software problems using substantive computer/software knowledge.
Reports
Prepares one of a kind reports, gathers statistics based on information compiled from various sources, draws conclusions, and makes recommendations.
Personnel
Supervises all personnel administrative functions for the department;
Reviews new departmental policies for HR implications and recommends and implements administrative changes;
Researches and recommends solutions to non-routine/one-of-a-kind problems;
Drafts and coordinates approval of documents that include "boilerplate" language for matters related to HR (e.g., underfill agreements);
Works with hiring manager to coordinate appointment and review process;
Reviews class specifications and recommends requested job classification;
Develops administrative HR-related procedures for agency.

Required Knowledge Skills and Abilities

The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.

Knowledge of county policies within functional area of responsibility. This may include knowledge of an outside institution, dissimilar operational unit within the county or the basic principles and methods of a professional field.
Executive Assistance
Thorough knowledge of the executive/work unit head's program/area and of county administration and organization.
Ability to maintain confidentiality and be sensitive to political issues.
Knowledge and sensitivity to issues, priorities, protocol, etc.
Math Skills
Basic math skills.
PC Skills
Intermediate skills in the use of applicable Microsoft Office Suite software;
Intermediate skills in the use of agency specific software applications.
Communication
Ability to communicate well through written and oral means;
Ability to speak in front of a group.
Information Abilities
Ability to gather, integrate, and analyze complex data.
Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external and internal contacts.
Purchasing and Accounting
Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least eight functions.
Personnel and Payroll
Ability to perform all human Capital Management Enterprise Resource Planning system functions.

Employment Standards

EMPLOYMENT STANDARDS:
Any combination of education, experience and training equivalent to high school graduation and four years of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, a Child Protective Services Registry, and a sanctions screening to the satisfaction of the employer. A TB screening upon hire and annually thereafter. This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies).

PREFERRED QUALIFICATIONS:
  • Practical experience working in behavioral health or other healthcare setting with duties that included Electronic Health Record data entry, check-in /check out procedures, HIPAA and confidentiality.
  • Strong Microsoft Word, Excel and Outlook skills.
  • Supervisory experience to include performance management and personnel responsibilities.
  • Experience in revenue/account management to include payment processing and insurance verification.

PHYSICAL REQUIREMENTS:
Ability to travel to different sites to attend essential meetings and trainings; carry up to 25lbs; answer phones; use keyboard driven equipment; and communicate clearly with others. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview; may include exercise.

It is the policy of Fairfax County Government to prohibit discrimination on the basis of race, sex, color, national origin, religion, age, veteran status, political affiliation, genetics, or disability in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-324-4900 for assistance. TTY 703-222-7314 . EEO/AA/TTY.

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