HS Clinic Administrative Supervisor (Administrative Associate)

The Fairfax County Health Department is a progressive public health leader serving 1.2 million residents from diverse ethnic, cultural, and economic backgrounds. With more than 100 years of leadership in the field, we are committed to promoting population health, protecting public health and the environment, and ensuring residents' equitable access to health services and information. We are seeking a dynamic, highly motivated individual to become a member of our Health Services (HS) Clinical Team. Under general supervision of the Management Analyst II, manages the day-to-day administrative support for all five Health Department district office clinics. Supervises the office service managers of five district office clinics. Provides daily oversight of the clinic's operations. Performs analytical and organizational work in Health Services to include performance management, process improvement and implementation. Responsible for ensuring compliance with county, state and federal regulations and consistency among all five district offices. Ensures that administrative work processes follow agency policies and procedures. Performs regular audits and other checks regularly. Oversees the recruitment of new administrative staff. Assesses workload to ensure adequate staffing coverage, equitable distribution of work and adjusts accordingly. Serve as a subject master expert for all clinic operations and electronic health record system. Note: The assigned functional areas for this position include general administration, office management, process improvement, and/or information systems/software.

(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 on the position description.) General Financial Duties Develops financial reports and data analyses for use by analysts/managers. Monitors and tests computer systems that maintain department financial records. Fiscal Administration Analyzes budgets and develops recommendations for division/department. Authorizes journal and/or budget entries. Accounting Approves/authorizes wire transfers. Performs unique accounting functions that have countywide impact. Purchasing Identifies need for new funding sources and/or modifications to contracts. Provides needs assessments and interacts with staff to identify fund sources and develop a plan for purchases. Identifies exceptional purchases (e.g., sole source justification), obtains special approvals (e.g., agency approval for budget deviation) and insures competitive billing process. Purchases items, applying complex and conflicting regulations without consultation, using multiple fund sources and determining appropriateness of expenditures. Resolves disputes with vendors (except for precedent-setting actions outside policy). Insures staff is trained and follows department/County policies and/or procedures. General Executive Assistance Makes decisions involving the functional area that are highly confidential and politically sensitive. Acts on executive/work unit head's behalf on issues related to standard and nonstandard department business operations. Takes actions that require originality and thorough historical and political understanding of the functional area. Uses discretion and an understanding of the sensitive issues within the functional area to make decisions and resolve problems. Acts as a resource regarding policies, procedures and precedents of the functional area in the development of programs and policies within the functional area. Scheduling & Coordinating Attends meetings on behalf of the executive/work unit head, gathers information and prepares concise, accurate reports. Actively participates in management meetings. Communication Gathers data and composes concise executive summaries. Writes technical and non-technical correspondence, and/or presentation materials. Researches, coordinates, develops historical/political framework of issues and makes recommendations to executives/work unit head. Writes non-technical content of reports and edits text. Answers inquiries from the public on highly publicized or sensitive issues. Informs internal and external staff, as well as the public, regarding executive/work unit head's decisions regarding procedural issues and provides the reasons for those decisions. Office Management Actively participates in the long range, comprehensive planning of the functional area (e.g., human resources, space, and budget). Provides information and participates in the development of in-house policies within the functional area. Independently reviews and resolves problems on executive/work unit head's behalf. Reads documents and attends meetings in order to maintain a working knowledge and understanding of the functional area. Serves as liaison with the public, county, state, federal, private organizations, and high level professional peers of the executive/work unit head. Independently determines which items are to be forwarded to executive/work unit head or redirected to other staff and prepares background information. Information Systems/Software Analyzes administrative procedures & policies to recommend corporate systems/software changes/modifications. Reports Writes report on issues regarding operational efficiencies and/or program operations affecting multiple functions within the Department or topics for which there are no precedents. Researches and analyzes information to identify trends, draws conclusions, makes recommendations. Payroll Implements new county policies & procedures. Oversees payroll operations for multiple departments/agencies. Serves as subject matter expert on payroll policies/procedures for multiple departments/agencies. Audits personnel actions and PARs in multiple departments/agencies for accuracy. Researches and creates complex payroll reports regarding countywide issues. Personnel Manages HR and personnel administrative activities as a part of the department management team. Serves as point of contact for all personnel related activities (e.g., appeals panel, grievances) including providing advice and information to employees and managers. Analyzes changes in county policy to determine effect on department. Drafts or revises department policies to conform to county, federal and state rules and guidelines. Drafts personnel letters for the Director or other senior managers. Analyzes equity and consistency issues related to classification, selection and compensation actions and makes recommendations to management. Provides advice to Director & other high level managers regarding HR issues. Composes non-professional and/or professional position descriptions using information obtained from employee, supervisor, evaluations and samples. Develops diversity plan.

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.) Knowledge of the organization's professional objectives and activities and in-depth knowledge of the assigned functional area(s). Math Skills Ability to understand basic statistical concepts. 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 write concise and understandable appropriate documents. Information Ability to independently 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 10 functions. Personnel and Payroll Ability to trouble shoot Human Capital Management Enterprise Resource Planning system problems.

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 for "Any combination, experience, and training equivalent to") Any combination of education, experience and training equivalent to an associate degree and five years of experience providing administrative support in the assigned functional area(s). CERTIFICATES AND LICENSES REQUIRED:

• Valid driver's license (Required)
• CPR (Required within 60 days)
• AED (Required within 60 days)

• At least 5 years of proven supervisory experience, demonstrating effective leadership and team management skills.
• Office management experience
• Experience in public and private health insurance billing processes
• Demonstrated proficiency in project management related to healthcare operations, electronic health records and data analysis.
• High level of integrity and discretion in handling confidential and sensitive information.
• A track record of successful collaboration within interdisciplinary teams and excellent customer service skills with the ability to interact in a friendly, service-oriented, and professional manner with both internal and external stakeholders.
• Ability to work independently and collaboratively in a team environment with a proactive mindset, exercising good judgment and critical thinking skills.
• Strong oral and written communication skills, demonstrating clarity and effectiveness in conveying information.
• Proven ability to manage multiple tasks simultaneously, maintaining a high level of efficiency.
• High level of proficiency in the use of Microsoft Office Suite (Excel and Word) and other relevant software applications.