Administrative/Intake Supervisor

Montrose County•Montrose, CO

About The Position

The Administrative/Intake Supervisor provides administrative support to the Human Services Director and Assistant Director and supervises the department’s administrative support and intake staff. The role plans, coordinates, and oversees daily administrative and intake operations to ensure efficient workflow, accurate work, and responsive customer service. The supervisor reports to the Assistant Human Services Director and supervises the Human Services Senior Accounting Technician and Intake Technicians. The position manages intake processing for Medicaid, SNAP, Adult Financial, TANF, Employment First, and LEAP. It oversees administrative operations including budgeting, purchasing, accounts payable, contracts, records management, vehicles, and office systems. The supervisor also serves as the Human Services Civil Rights contact for clients and applicants, administers the department’s Civil Rights Plan, and manages the complaint review and discrimination investigation process. The role supports the directors with grant applications, correspondence, legal notices, meetings, travel, and special projects. The position requires a bachelor’s degree in Business, Public Administration, or a related field, preferred, or five years of professional experience as a substitute for the degree. It also requires at least five years of increasingly responsible experience in a role equivalent to Office Manager, Department Manager, or General Management Assistant. A valid Colorado driver’s license and satisfactory driving record are required. HIPAA training and specified NIMS courses must be completed within one year of hire.

Requirements

At least five years of increasingly responsible experience in a position equivalent to Office Manager, Department Manager, or General Management Assistant.
A bachelor’s degree from an accredited college or university in Business, Public Administration, or a related field is preferred; at least five years of professional experience may substitute for completion of a bachelor’s degree.
Thorough knowledge of office management principles, practices, and techniques, and of county government structures and public administration procedures.
Thorough knowledge of Civil Rights laws and requirements.
Ability to research, compile, and summarize informational and statistical data and materials.
Ability to communicate clearly and concisely in oral and written formats; interpret, apply, explain, and enforce applicable laws, codes, regulations, policies, and procedures; and prepare policies, procedures, correspondence, reports, budgets, presentations, and other documents.
Ability to read, analyze, and interpret complex and technical documents, including contracts and financial reports, and respond to sensitive inquiries or complaints.
Ability to establish and maintain cooperative working relationships and interact professionally and diplomatically with employees, agencies, organizations, and community members.
Ability to maintain strict confidentiality, manage difficult or emotional customer situations, and handle intense situations with diplomacy and professionalism.
Ability to perform moderate to complex mathematical calculations and analyze technical data for practical use.
Ability to make sound decisions, solve problems, analyze alternatives and consequences, manage multiple projects, and meet deadlines.
Knowledge of word processing, spreadsheets, agenda software, finance tracking, Adobe Reader, email, and other County and State of Colorado programs; ability to develop and maintain databases and save and retrieve documents.
Ability to operate office equipment, including telephones, copiers, and related devices.
Valid Colorado driver’s license with a satisfactory driving record.
Complete HIPAA training and NIMS IS 100, 700, 200, and 800 courses within one year of hire.
Ability to meet the physical demands of the position, including frequent lifting or moving of up to 25 pounds and the ability to drive to field locations and meetings.
Ability to work extended shifts and attend training and meetings outside regularly scheduled hours, and to work in stressful situations.

Responsibilities

Lead staff and oversee performance management, including setting expectations, coaching and feedback, evaluating performance, addressing performance concerns, resolving staff complaints and problems, and supporting staff development.
Manage and coordinate intake processing for Medicaid, SNAP, Adult Financial, TANF, Employment First, and LEAP.
Analyze and review administrative and intake processes and procedures for compliance with County, State, and Federal requirements and alignment with organizational objectives; recommend improvements.
Administer and monitor the Human Services Civil Rights Plan and related requirements to ensure equal access to department programs and services.
Serve as the first point of contact for civil rights complaints and manage the department’s civil rights discrimination investigation procedures.
Manage Electronic Benefits Transfer (EBT) functions and maintain required separation of duties.
Develop and monitor the Human Services Administration budget and support departmental budget preparation, data entry, transfers, and monitoring.
Manage Human Services purchasing, including procurement of supplies, materials, and services; oversee bids and RFPs for contractor services; and coordinate and track contracts through approval.
Process Human Services accounts payable and invoices in accordance with County policies and procedures.
Oversee scanning and archiving of inactive Human Services case files and verify that records are complete, accurate, and properly indexed.
Ensure the security, integrity, and confidentiality of data.
Support the Human Services Director and Assistant Director in preparing grant applications and responding to funding opportunities.
Prepare correspondence, resolutions, and legal notices in compliance with state statutes and county policy.
Manage the use of Human Services vehicles and coordinate and track vehicle maintenance.
Establish and maintain filing systems; schedule meetings and notify attendees; and coordinate arrangements for special events.
Make travel arrangements, including hotel reservations, airline flights, bus or train tickets, and rental cars for staff and clients as required for CPS.
Maintain productive working relationships with co-workers, management, and the public; respond appropriately to inquiries or complaints from the public, regulatory agencies, and community members.
Attend mandated meetings on behalf of the Human Services Director and/or Assistant Director as needed.
Participate in special projects as needed and maintain regular, predictable attendance.