Client Access Services Lead (Admin Asst IV)

Job Announcement

The Fairfax-Falls Church Community Services Board - Business operations team is looking for a high-performing, collaborative leader who is looking to feel valued in a rewarding career with great benefits and a highly talented team. Do you want to work in a dynamic, professional environment that is actively working to make Fairfax County a community of choice within the Metropolitan Washington D.C. Region? If so, Fairfax County is looking for you! Oversees the daily operations and departmental procedures to ensure consistency and efficiencies at the Reston Center and across the CSB system. Provides direction and supervision to administrative staff engaged in revenue cycle management tasks to include check-in / check-out, registration, pre-registration, client service data entry, cashiering, client balance inquiries, client payments, cash drawer reconciliation, and annual updates. Ensures that the CSB's financial/reimbursement policies and procedures are adhered to. Works collaboratively with clinical mangers and teams regarding the administrative needs of the Reston center. Responds appropriately and professionally to volatile situations involving highly agitated consumers. Responds to inquiries from clients, clinicians, and various agencies regarding client records and procedures following CSB policies, federal, state, and county laws and regulations regarding consumer confidentiality. Maintains at all times a high level of customer service to consumers. Coordinates with other Reston tenants on building navigation, including signage and communications. Responsible for scheduling and monitoring required and optional organizational and staff development focusing on revenue cycle management and customer service. Functional areas: administrative behavioral health/medical care, meeting/appointment coordination, office supervisory/management or electronic health records The population of Fairfax County is very diverse where 39.8% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others) and we encourage candidates bilingual in English and a foreign language to apply to this opportunity. A foreign language skills stipend of up to $1300/year (full-time) may be given for qualified bi-lingual employees. Note: To learn more about careers that make a difference, watch our video " CSB Celebrates 50th Anniversary of Providing Care ."

Illustrative Duties

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position .) General Financial Duties

• Reviews and approves disbursement forms;
• Recommends changes to agency/work unit administrative policies, procedures and methods;
• Uses existing spreadsheets and databases to interpret and organize resource information;
• Provides customized reports to analysts or others in the unit.

• Approves and authorizes accounts through corporate system;
• Monitors external accounts and resolves discrepancies;
• Reviews and reconciles status reports.

• Supervises staff performing clerical accounting duties at the Asst. II and III levels;
• Resolves problems by performing qualitative review of individual cases;
• Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;
• Performs petty cash custodial duties;
• Audits clerical accounting procedures in other agencies.

• Researches and recommends equipment/vendors and prices;
• Determines substitutes for supplies and low value equipment;
• Verifies the accuracy of and updates the department equipment and/or fixed asset inventory;
• Authorizes requests for goods and services in corporate system;
• Monitors contract compliance (e.g., expirations, payment terms, costs);
• May act as procurement card manager.

• Manages supervisor's calendar which may require negotiating time and place;
• Researches and negotiates with hotels, etc. for best logistical arrangements for rooms;
• Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties;
• Independently makes and cancels meetings depending on the subject and attendees;
• Determines what confidential information can be disseminated and to whom;
• Arranges for special room or equipment needs and/or multiple locations & individuals;
• Coordinates domestic and foreign travel arrangements for executive/work unit head, unit personnel, and visitors;
• Participates in the planning and coordination of national and international meetings (e.g., reserves sites, meeting logistics, publicity.

• Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature;
• Coordinates data collection and provides information to others including executive/work unit head;
• Explains policies of the functional area (e.g., purchasing, travel, and leave).

• Performs/supervises several administrative functions (e.g., records management, reception);
• Manages a small work unit;
• Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed);
• Notifies relevant individuals of work progress and inquires as to its status.

• Develops filing systems (paper and/or electronic);
• Develops internal mailing processes and procedures;
• Prepares non-routine responses to correspondence;
• May supervise general administrative functions.

• Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures;
• Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.

• Develops macros;
• Serves as unit expert or lead over other clerical/administrative positions.

• Develops macros;
• Creates and maintains databases;
• Generates unique reports;
• Creates complex spreadsheets for work unit;
• Diagnoses and resolves simple software/hardware problems;
• Maintains Web pages;
• Designs and lays out publications using specialized software packages;
• May supervise.

• Prepares routine reports and statistics based on information compiled from various sources;
• Determines report format and elements.

• Prepares and/or supervises preparation of complex payroll (e.g., shift differential, overtime, multiple grants, 56 hour workweek, FLSA).
• Researches payroll issues (e.g., overtime, leave hours).
• Interprets policies & procedures.

• Initiates the full range of processing for complex personnel actions;
• Conducts new employee orientation within assigned agency, including notifying employees of Period of Initial Eligibility and the importance of compliance;
• Counsels employees on basic benefit questions;
• Uses Human Capital Management Enterprise Resource Planning system regularly to process departmental HR transactions;
• Updates s using information obtained from employee, supervisor, evaluations and samples;
• Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource (e.g., DHR);
• Completes job recruitment packages including drafting advertisement language for non-professional job announcements;
• Serves as liaison between supervisor/manager and HR regarding routine personnel actions;
• Advises supervisor and provides information regarding HR policies and procedures.
• Prepares diversity report.

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 and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides;
• Position may require knowledge of basic principles and methods of a technical or professional field.

• Basic math skills.

• Intermediate skills in use of applicable Microsoft Office Word.

• Intermediate skills in the use of applicable Microsoft Office Suite software;
• Intermediate skills in the use of agency specific software applications.

• Ability to communicate well through written and oral means.
• Information Abilities
• Ability to gather, integrate, and analyze simple data.

• Ability to establish and maintain effective working relationships with both external and internal contacts.

• Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least five functions.

• Ability to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, create a PCF, determine cost center codes, etc.).

• Ability to maintain confidentiality and be sensitive to political issues.

Employment Standards

MINIMUM QUALIFICATIONS: Any combination of education, experience, and training equivalent to the following: (Click on the aforementioned link to learn how Fairfax County interprets equivalencies.) High school graduation and three years of experience providing administrative support in the assigned functional area(s). CERTIFICATES AND LICENSES REQUIRED: None. NECESSARY SPECIAL REQUIREMENTS: The appointee to this position will be required to complete a criminal background check, a Child Protective Services Registry check, and sanction screening to the satisfaction of the employer. A TB screening upon hire. PREFERRED QUALIFICATIONS:

• Extensive supervisory experience, to include performance management and/or personnel responsibilities.
• Two or more years of practical experience working in behavioral health or other healthcare setting with duties that included Electronic Health Record data entry, check-in /checkout procedures, HIPAA and confidentiality, health insurance, and patient payments.
• Experience working with Executive and Senior Management, other County agencies and tenants to ensure that CSB identified goals and objectives are fairly represented.
• Excellent organization skills and strong multi-tasker.
• Strong Microsoft Word, Excel, and Outlook skills.
• Clear and concise oral and written communication skills.