Human Services Office Service Manager
Port Washington, WI
Full Time
Human Services
Experienced
Full-time, Exempt
Starting Pay Range: $79,955 - $86,590
Job Summary
This position coordinates and directs the office operations for the Department of Human Services and is responsible for numerous areas of importance within the Department. This position oversees Administrative/Support, Billing, Electronic Database/Reporting, Departmental HIPAA Compliance, Departmental Information Technology Support and Communication to the public. The incumbent focuses on the office operations and meeting the needs of the Director, department staff and the public. Additionally, this position possesses knowledge of the programs served by the department and privacy and compliance guidelines within those programs.
Essential Functions and Responsibilities
The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully with or without reasonable accommodations to be qualified for the position. Other duties may be required and assigned.
55% Program Management:
Develops, implements, updates, and monitors department wide policies/procedures that support the overall needs of the Human Services Department. Develops, initiates, and implements Department goals for the Department’s Strategic Plan. Participates in the Department’s Strategic Planning. Develops and implements office procedures, routines and filing systems as necessary, assesses efficiencies of department office procedures as well as work with other Division Managers to assure efficient program processes using the Departments Electronic Health Record (EHR) software. Makes recommendations of operational changes to Senior Management and Director. Identifies and promotes efficiencies whenever possible.
Plans, organizes, coordinates, assigns, and evaluates the work of assigned staff, provide guidance, mentoring, coaching, disciplinary procedures. Research develops and maintains quality control systems to monitor administrative workflow needs. Performs annual evaluations and if needed Performance Improvement Plans of assigned staff. Interviews and makes hiring recommendations to Director for management team as well as administrative and billing staff.
Ensures departmental compliance of Health Information Portability and Accountability Act (HIPAA) guidelines. Reviews department HIPAA policies and guidelines as well as required Federal and State medical billing rules and assure accurate practices in place for any State or Federal audit.
Research, recommend and implement new IT hardware/software for the Human Services Department. Develop and conduct necessary training and documentation. Serves as liaison with the Information Technology Department concerning department-wide information systems. Troubleshoots office equipment, computer equipment and software issues. Research and provides solutions for utilization of technology to enhance software systems, technology and services provided to the public. Coordinates the establishment or changes to employees’ access to county’s network and issues access to departmental software programs.
Utilizes effective problem-solving skills in maintaining a constructive working relationship with members of the community, county departments, other department units and divisions to ensure optimal levels of customer service. Develops and recommends a proposed budget for all programs of responsibility.
Develops and implements Department Orientation Process for new employees. Processes and onboards new DHS staff including reviewing and disbursing department policies and information related to the Department.
Performs the role of System Administrator and is the department designee for the issuance and control of keys, and ID badge/key card access. Maintains accounting, inventory, and service of department issued cell phones, wireless data equipment, computers, keyboards, mouse, headphones, and desk phones. Maintains an inventory of each Department staff access to all databases.
Uses Electronic Health Record Database, Electronic Health Record Billing and Great Plains, manages and assists with tasks involving medical billing, Birth-to-3 program billing, Children’s Long Term Waiver billing, as well as Youth Justice billing. Monitors claim batches to ensure claims files were received and checks for rejections using both the claim file reconciliation and rejection notifications in Clearing House Portal - Gateway. Uses Gateway Clearing House, reviews and monitors monthly revenue dollars (two million dollars per year) billed and revenue received for each program for discrepancies from previous month. Review reconciliations and productivity of billing staff. Monitors policy changes with payers regarding billing requirements or covered services. Uses Medicaid handbooks to clarify program requirements. Assures accuracy of service codes using various federal and state medical coding resources. Monitors all out-of-home placement billings as well as electronic transfer of monies from Port Washington State Bank into County Great Plains software and entries of deposit into Great Plains. Evaluates and reports information regarding billing and administrative impressions. Reports their impact on services and recommend modifications when needed. Monitors State Statute DHS1 with regards to fiscal billing of the department and assure any changes are implemented with associated statute changes.
Oversees collections process for past due client accounts. Works with director and billing staff to determine if accounts should be referred to Wisconsin Department of Revenue, work with Office Admin IV to send proper warning communications to clients, enroll clients in debt collection system. Monitor and report collections progress to director.
Uses the WORCS (Wisconsin Online Record Check System) to complete and maintain all Wisconsin Department of Justice Background checks for all potential new department staff prior to hire as well as when statutorily required. Serves as Security Delegate for the SACWIS Children and Families Software. Adds, deletes, and monitors program staff accessing the system.
Manages client monthly Representative Payee budgets and acts as Payee for Community Support Program (CSP). Monitors budget of approximately $55,000 each month for clients who are unable to fiscally manage their finances. Pays all client bills, reconcile each client account as well as bank reconciliation of the “Collective Account”. Assures client expenditures meet the Social Security requirements as outlined in the Social Security Representative Payee Program. Assure accurate record keeping and reporting of each client’s account for internal auditors as well as Social Security auditors.
Works with the Department’s supervisory team as liaison to the Senior Management Team. Leads meetings and coordinates projects.
Carries out budgeting and other confidential correspondence as requested by the Director. Prepares and assists with development of recommend divisional budgets.
Acts as Department primary legal records custodian designee per Wisconsin State Statute 19.33(1). Oversees and ensures requests to inspect public records and prepare records are responded to in a timely manner. Provides consultation and guidance to staff regarding compliance with state laws regarding the release of confidential and public records. Ensure responses comply with appropriate exceptions and use effective judgment to redact confidentially from public records where protected by law. Responsible for the care, maintenance, storage, and destruction of records.
40% Supervision and Administrative Tasks:
Assigns duties, coordinates, supervises, and monitors operations of the nine staff. Approves program related expenditures and IT equipment as well as track inventory of department’s equipment. Recommends equipment upgrades and purchases to assure best efficiencies within department. Triages Department’s IT help requests, assist with resolution or coordinate with IT Department for service. Monitor Human Services vehicular fleet, coordinate maintenance and report any accidents. Monitors performance standards and modify procedures when needed. Relays information to public through Social Media Platforms. Maintains standard and templates for Department documents. Sustains an updated Human Services website.
5% Other Duties as Assigned
Supervision Exercised
Compliance Officer, Database Administrator, Medical Billing Coordinator, Medical Billing Clerk, Office Assistant IV, Office Assistant III, and ADRC Account Clerk.
Minimum Education Qualifications
Education and/or Experience Requirements:
Licenses, Certifications, and Other Requirements:
Minimum Knowledge, Skills, and Abilities Qualifications
In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.
In evaluating candidates for this position, Ozaukee County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.
Physical Requirements
Work Environment
Inside work environment in a sealed building (Administration Center). Frequent travel between two primary work sites and to numerous meetings.
Starting Pay Range: $79,955 - $86,590
Job Summary
This position coordinates and directs the office operations for the Department of Human Services and is responsible for numerous areas of importance within the Department. This position oversees Administrative/Support, Billing, Electronic Database/Reporting, Departmental HIPAA Compliance, Departmental Information Technology Support and Communication to the public. The incumbent focuses on the office operations and meeting the needs of the Director, department staff and the public. Additionally, this position possesses knowledge of the programs served by the department and privacy and compliance guidelines within those programs.
Essential Functions and Responsibilities
The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully with or without reasonable accommodations to be qualified for the position. Other duties may be required and assigned.
55% Program Management:
Develops, implements, updates, and monitors department wide policies/procedures that support the overall needs of the Human Services Department. Develops, initiates, and implements Department goals for the Department’s Strategic Plan. Participates in the Department’s Strategic Planning. Develops and implements office procedures, routines and filing systems as necessary, assesses efficiencies of department office procedures as well as work with other Division Managers to assure efficient program processes using the Departments Electronic Health Record (EHR) software. Makes recommendations of operational changes to Senior Management and Director. Identifies and promotes efficiencies whenever possible.
Plans, organizes, coordinates, assigns, and evaluates the work of assigned staff, provide guidance, mentoring, coaching, disciplinary procedures. Research develops and maintains quality control systems to monitor administrative workflow needs. Performs annual evaluations and if needed Performance Improvement Plans of assigned staff. Interviews and makes hiring recommendations to Director for management team as well as administrative and billing staff.
Ensures departmental compliance of Health Information Portability and Accountability Act (HIPAA) guidelines. Reviews department HIPAA policies and guidelines as well as required Federal and State medical billing rules and assure accurate practices in place for any State or Federal audit.
Research, recommend and implement new IT hardware/software for the Human Services Department. Develop and conduct necessary training and documentation. Serves as liaison with the Information Technology Department concerning department-wide information systems. Troubleshoots office equipment, computer equipment and software issues. Research and provides solutions for utilization of technology to enhance software systems, technology and services provided to the public. Coordinates the establishment or changes to employees’ access to county’s network and issues access to departmental software programs.
Utilizes effective problem-solving skills in maintaining a constructive working relationship with members of the community, county departments, other department units and divisions to ensure optimal levels of customer service. Develops and recommends a proposed budget for all programs of responsibility.
Develops and implements Department Orientation Process for new employees. Processes and onboards new DHS staff including reviewing and disbursing department policies and information related to the Department.
Performs the role of System Administrator and is the department designee for the issuance and control of keys, and ID badge/key card access. Maintains accounting, inventory, and service of department issued cell phones, wireless data equipment, computers, keyboards, mouse, headphones, and desk phones. Maintains an inventory of each Department staff access to all databases.
Uses Electronic Health Record Database, Electronic Health Record Billing and Great Plains, manages and assists with tasks involving medical billing, Birth-to-3 program billing, Children’s Long Term Waiver billing, as well as Youth Justice billing. Monitors claim batches to ensure claims files were received and checks for rejections using both the claim file reconciliation and rejection notifications in Clearing House Portal - Gateway. Uses Gateway Clearing House, reviews and monitors monthly revenue dollars (two million dollars per year) billed and revenue received for each program for discrepancies from previous month. Review reconciliations and productivity of billing staff. Monitors policy changes with payers regarding billing requirements or covered services. Uses Medicaid handbooks to clarify program requirements. Assures accuracy of service codes using various federal and state medical coding resources. Monitors all out-of-home placement billings as well as electronic transfer of monies from Port Washington State Bank into County Great Plains software and entries of deposit into Great Plains. Evaluates and reports information regarding billing and administrative impressions. Reports their impact on services and recommend modifications when needed. Monitors State Statute DHS1 with regards to fiscal billing of the department and assure any changes are implemented with associated statute changes.
Oversees collections process for past due client accounts. Works with director and billing staff to determine if accounts should be referred to Wisconsin Department of Revenue, work with Office Admin IV to send proper warning communications to clients, enroll clients in debt collection system. Monitor and report collections progress to director.
Uses the WORCS (Wisconsin Online Record Check System) to complete and maintain all Wisconsin Department of Justice Background checks for all potential new department staff prior to hire as well as when statutorily required. Serves as Security Delegate for the SACWIS Children and Families Software. Adds, deletes, and monitors program staff accessing the system.
Manages client monthly Representative Payee budgets and acts as Payee for Community Support Program (CSP). Monitors budget of approximately $55,000 each month for clients who are unable to fiscally manage their finances. Pays all client bills, reconcile each client account as well as bank reconciliation of the “Collective Account”. Assures client expenditures meet the Social Security requirements as outlined in the Social Security Representative Payee Program. Assure accurate record keeping and reporting of each client’s account for internal auditors as well as Social Security auditors.
Works with the Department’s supervisory team as liaison to the Senior Management Team. Leads meetings and coordinates projects.
Carries out budgeting and other confidential correspondence as requested by the Director. Prepares and assists with development of recommend divisional budgets.
Acts as Department primary legal records custodian designee per Wisconsin State Statute 19.33(1). Oversees and ensures requests to inspect public records and prepare records are responded to in a timely manner. Provides consultation and guidance to staff regarding compliance with state laws regarding the release of confidential and public records. Ensure responses comply with appropriate exceptions and use effective judgment to redact confidentially from public records where protected by law. Responsible for the care, maintenance, storage, and destruction of records.
40% Supervision and Administrative Tasks:
Assigns duties, coordinates, supervises, and monitors operations of the nine staff. Approves program related expenditures and IT equipment as well as track inventory of department’s equipment. Recommends equipment upgrades and purchases to assure best efficiencies within department. Triages Department’s IT help requests, assist with resolution or coordinate with IT Department for service. Monitor Human Services vehicular fleet, coordinate maintenance and report any accidents. Monitors performance standards and modify procedures when needed. Relays information to public through Social Media Platforms. Maintains standard and templates for Department documents. Sustains an updated Human Services website.
5% Other Duties as Assigned
Supervision Exercised
Compliance Officer, Database Administrator, Medical Billing Coordinator, Medical Billing Clerk, Office Assistant IV, Office Assistant III, and ADRC Account Clerk.
Minimum Education Qualifications
Education and/or Experience Requirements:
- Bachelor’s degree in business administration or related field, or equivalent combination of relevant education and experience may be substituted.
- Five years of responsible professional work experience providing social services, one year of which was in a supervisory capacity.
Licenses, Certifications, and Other Requirements:
- Certified HIPAA Privacy and Security Expert (CHPSE) Certification
Minimum Knowledge, Skills, and Abilities Qualifications
In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.
- Intermediate knowledge and understanding of each Division within the Human Services Department is necessary.
- Skills in strategic thinking with excellent oral, written and computer skills.
- Ability to create and measure objectives and outcomes.
- Skills in organizational and analytical processes
- Creativity and innovation necessary to achieve efficiency and effectiveness.
- Skills in customer service and employee relations.
- Knowledge of financial and operational analysis.
- Experience in working with a team.
- Ability to work effectively with groups and committees.
- Considerable knowledge of the role of economic support programs and services and the objectives of a public agency in providing these services.
In evaluating candidates for this position, Ozaukee County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.
Physical Requirements
- Prolonged periods of sitting and working on a computer.
- Periodic periods of standing or walking.
Work Environment
Inside work environment in a sealed building (Administration Center). Frequent travel between two primary work sites and to numerous meetings.
Ozaukee County offers a generous benefits package including: health, dental, life, & vision insurance; free employee health clinic & Teladoc; paid holidays, vacation, & sick time; state of Wisconsin WRS defined benefit pension program; bonus opportunities; employee fitness room; wellness program & wellness reimbursement; tuition reimbursement & continuing education opportunities; and more! Please note some that benefits offered are dependent on full-time/part-time status.
Ozaukee County prohibits discrimination and harassment of any type against applicants and employees on the basis of race, color, religion, sex, national origin, age, handicap, disability, genetics, veteran status or military service, marital status or sexual orientation, gender identity or expression, or any other characteristic or status protected by federal, state or local laws. Ozaukee County also provides reasonable accommodations to qualified individuals with disabilities in accordance with the requirements of the Americans With Disabilities Act and applicable state and local laws.
Apply for this position
Required*