Administrative Services Supervisor/ Privacy Officer

Douglas County • Douglas County Superior, WI

2d • Onsite

About The Position

The Administrative Services Supervisor provides confidential administrative support and assistance to the Director of Health and Human Services (HHS). The position is responsible for direct supervision of the Administrative Services Team, which includes supervision of five Office Associate positions. They plan, implement and maintain efficient and productive administrative support operations, systems, and procedures. The position serves as a liaison between the Department Managers, other county departments, outside agencies, and members of the public. This role is the primary Privacy Officer, Records Custodian, and the Certified Client/Civil Rights Specialist for the Department. It also serves as the Limited Language Proficiency Coordinator for the County.

Requirements

• Higher education or Associates Degree in Administrative Assistant and three years management experience in an Administrative Assistant or related position is preferred.
• A combination of education and experience in directly related work will be considered.
• A valid driver’s license, vehicle and current auto insurance are required.
• Communicates clearly and effectively, both verbally and in writing, ensures understanding, and conveys information accurately.
• Collaborates effectively with colleagues, contributes to group efforts, and fosters a cooperative and supportive work environment to achieve common goals.
• Takes responsibility for actions and decisions, follows through on commitments, and ensures tasks are completed accurately and on time.
• Takes proactive steps to address opportunities and challenges, shows a strong drive to achieve results, and goes above and beyond.
• Makes informed and timely decisions, evaluates options thoroughly, and takes responsibility for outcomes.
• Demonstrates a strong desire to achieve goals, seeks continuous improvement, and strives for excellence in all endeavors.
• Identifies and addresses conflicts promptly, mediates disputes, and fosters a collaborative environment.
• Demonstrates a strong awareness of safety protocols, promotes a safe work environment, and ensures compliance with safety regulations.
• Shows tolerance for different perspectives, remains patient and open-minded, and fosters an inclusive environment.
• Commitment to serving client needs through holding the mission and values of the department at the forefront.
• Anticipates needs and expectations of the department through possessing a deep understanding of the department’s operations.
• Ability to develop, interpret and implement procedures, written instructions, and general correspondence.
• High level of language skill in composition, grammar, and punctuation in order to create and proofread a variety of letters and documents.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• De-escalation of intense emotions and situations will be required.
• Ability to independently initiate, prioritize, perform or solve problems related to deviations in work assigned in order to meet fixed or fluctuating deadlines and achieve work objectives.
• Knowledge and understanding of confidentiality (HIPAA) as it relates to both protected health information and protected identifiable information.
• Knowledge of basic human resources practices, team building, training, delegation, coaching, and discipline.
• Ability to perform basic mathematical calculations, calculate percentages and decimals, and utilize principles of fractions and/or interpret graphs.

Responsibilities

• Provides confidential administrative support and assistance to the Director.
• Communicates detailed and accurate information with internal/external stakeholders in a timely, efficient, and professional manner.
• Prepares and coordinates communication as requested on behalf of the Director.
• Prepares, updates, and distributes a variety of correspondence, procedures, forms and other documentation.
• Prescreens incoming and outgoing mail for the Director, distributes confidential mail for Health Services, and processes time-sensitive overnight and certified mail.
• Assists the Director with special projects and activities including organizational and strategic initiatives as requested.
• Coordinates and prepares agendas and supporting documentation for HHS Board, management meetings, staff meetings, and other meetings as assigned; takes and disseminates meeting minutes.
• Proofreads, edits, and formats the HHS Board reports and forwards them to the County Clerk's office for dissemination to HHS Board Members.
• Participates in creation, review, and organization of Department Practices and Procedures.
• Manages the MOU's and Agreements between providers and the department.
• Is part of leadership team of the Department and is required to attend Management meetings.
• Proofreads documents from Director and department managers as requested.
• Supports and assists the HHS Leadership team with various requests.
• Supports and assists all HHS staff within the position’s capacity.
• Maintains oversight and approval of office supply ordering and inventory, contacts vendors for quotes on high cost items, product ordering for various units; oversees maintenance and repair of office equipment; approves invoices.
• Arrange travel accommodations for Director and others as needed.
• Responsible for obtaining and managing credit card purchases for the department and reconciliation/approval of the monthly statement.
• Monitor spending and cost saving opportunities to stay within budget guidelines.
• Manages Department wide gas card program.
• Manages fleet of Department vehicles; mechanical service and safety.
• Coordinates vehicle assignment through the use of shared calendars.
• Manages activation, programming and distribution of cell phones department wide. This also includes troubleshooting cell phone issues as they arise.
• Provides new staff orientation training upon hire of employees.
• Maintains internal employee and student intern personnel files.
• Conducts Civil Rights Compliance training and HIPAA training annually for all department staff.
• Privacy Officer for the department; the position is responsible for HIPAA compliance within the department by monitoring disclosures of client information.
• Completes privacy and risk assessments, stays up to date on state and federal regulations and compliancy.
• Maintains current practices, procedures, and responds to any privacy breeches as needed.
• Serves as Department’s Record Custodian, trains individual staff to redact records as needed, and ensures all records request are completed within state guidelines.
• Manages timely record redaction pertaining highly confidential and sensitive information.
• Serves as a Shelter Coordinator during an emergency or evacuation when a shelter is opened.
• Communicates with area Red Cross and Douglas County Emergency Management as requested.
• Attends appropriate trainings relating to preparedness and sheltering.
• Maintains and updates communication contact list for the Public Health Emergency Preparedness (PHEP) plan.
• Coordinates internal Shelter Training with internal and external partners.
• As the Certified Client Rights Specialist for the department, the position investigates and provides recommendations for resolution of grievances relating to violation of rights under WI Stats 51.61 and DHS 94.
• Serves as the Limited English Proficiency Coordinator for Douglas County.
• Arranges for face-to-face interpreters and translation of documents for non-English speaking clients.
• Serves as a Notary Public.
• Provides direct supervision for the Office Associate role (five staff).
• Develops and maintains efficient systems and procedures to ensure accuracy and efficiency with all administrative duties.
• Assures Office Associates are cross-trained in tasks to provide optimal coverage.
• Provides oversight and works across multiple governmental platforms and databases.
• Prepares monthly rotation schedules and assigns coverage when staff is out.
• Conducts staff unit meetings to address any issues that staff have, go over ideas they may have for efficiency, and promote teamwork.
• Approves timesheets, time off requests, and training requests.
• Conducts annual performance evaluations and develops performance goals.
• Provides ongoing coaching and staff development to assure quality standards are met.
• Assures staff compliance with policies and procedures; employs disciplinary measures when appropriate.
• Reviews job applications, assists with candidate interviews, and makes recommendation for new hires.
• Performs other duties as needed or as assigned.

Benefits

• Annual wage increase based on eligibility
• Paid, on-the-job training and advancement opportunities
• 85% county contribution to health and dental premiums
• Health Savings Account (HSA) available to all employees enrolled in the county's medical plan, with annual contributions provided by the employer and the health plan
• Wisconsin Retirement- One of the most well managed retirement systems in the nation- Contributions are paid according to current year rates set by WRS Employee Trust Fund. Refer to www.etf.wi.gov for further detail
• County-paid Life Insurance Policy – coverage equivalent to annual salary - affordable Supplemental, Additional, and Spousal/Dependent coverage available at employee’s expense
• Competitive paid time off including vacation, sick time, and personal days.
• Public Student Loan Forgiveness (PSLF)

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree