Business Manager

County of Lancaster • Lancaster, PA

3d • Hybrid

About The Position

This is a specialized, administrative position involving the application of personnel-adjacent, payroll principles, and administrative business operations for Lancaster County Behavioral Health and Developmental Services (BHDS). Considerable independent judgment, initiative and action are required. Confidentiality is required. Work involves performing duties in any or all of the various areas of departmental specific personnel work, including managing recruitment activities in the County-wide Human Resources software, oversight and management of BHDS staffing activities within the system, staff record-keeping, policies and procedures cataloging. Work also includes areas of fiscal operations, contract activities, purchasing and building operations. Assignments usually involve person-to-person communication with job applicants, other employees, program officials, and the public, and requires the analysis of varied data for formulating recommended action within prescribed guidelines. While employee may perform varied clerical work, the majority of duties are performed in the technical aspects of the agency. Work at this level is further distinguished from the lower levels by entailment of the responsibility for taking or recommending appropriate action as a result of the analysis of data. While assignments involving the analysis of information are reviewed in detail before implementation, other aspects of the work are performed with considerable independence. This position requires a broad understanding of agency and County operations and organizational chart structure, cost allocation methodologies, strict confidentiality of information and records, customer service focus, good communication skills and competency in typing, data entry and calculations. Thorough understanding of the County Human Resources and fiscal software is required. This position requires primarily in-office work, but upon request may be granted occasional ability to telework.

Requirements

• Completion of a bachelor’s degree program with course work in business administration, psychology, social work, criminal justice or closely related field.
• At least three years of experience related to a position with strong aptitude and ability in administrative, interpersonal, and organizational skill; or any combination of the minimum acceptable education and experience which has provided the knowledge, skills and abilities cited above.
• Knowledge of English grammar, spelling, and punctuation, as required for professional written presentation.
• Skill in completing assignments accurately and with attention to detail.
• Knowledge of operational policies and procedures which relate to administrative, programmatic, financial and support services functions.
• Advanced proficiency in the use of computer programs and software applications, as required for essential job functions.
• Ability to comprehend organizational/programmatic goals/objectives and relate these to department business practices and analysis.
• Ability to devise and implement solutions to administrative problems with minimal oversight.
• Ability to present ideas/concepts, methods/procedures, and instructions/responses clearly and concisely, both verbally and in writing.
• Ability to establish and effective working relationships.
• Ability to organize and complete work and coordinate tasks within established schedules and with accuracy critical to the success of those duties.
• Skill in organizing and maintaining financial and personnel records and in preparing reports and statements from those records.
• Effective time management skills and ability to prioritize work duties.
• Display initiative and creative resourcefulness.
• Pennsylvania Childline Child Abuse History Clearance
• Acceptable-PA State Police Criminal Record Clearance
• Acceptable FBI fingerprint clearance
• Acceptable Drug screening
• PA Driver's License and Acceptable driving history

Responsibilities

• Track staff FBI, State Police and Childline clearances for all employees per specified state regulation timelines.
• Inform staff when clearances are due and set-up processing with County Human Resources.
• Track staff participation in Agency and County Trainings.
• Ensure driver history reports are accurate and timely.
• Be familiar with and assist Agency staff with all Agency and County policy and procedures.
• Assist staff understanding and use of the County-wide Human Resources software and County Policy and Procedures manual.
• Act on behalf of staff by liaising with County HR and other County Departments, as well as external entities as is appropriate and needed.
• Serve as the Primary Recruiter in the County HR Personnel Software for BHDS job postings, which includes creating and processing job requisitions, pulling applicant data, conducting secondary screenings on behalf of supervisors, sending interview inquiries as requested by supervisors, handling pre-hire offer letters and coordinating with HR for the background check process, and completing internal job changes as required.
• Serve as the Agency lead for coordinating appropriate activities for all employees who are entering or exiting employment.
• Ensure completion of the I-9 and County orientation in the event the employee is unable to attend the County Orientation meeting.
• Ensure all staff have appropriate equipment and network access and monitors successful completion of Helpdesk requests by working with County IT.
• Serve as Agency lead with County IT to coordinate major rollouts of new equipment and software changes.
• Serve as the Agency's primary Information Security Officer.
• Manage the security of the agency electronic health record, currently known as CARES, and the accompanying web portal. This includes activating and deactivating users, troubleshooting accessibility to CARES alongside County IT, managing roles and user security access, HIPAA compliance in CARES and supporting all BHDS components with new enhancements and problem-solving issues.
• Assist in data reporting and works with County IT for any local, state and/or Federal reporting requirements through the CARES reporting tool, canned reports, and other data sources.
• Provide ad hoc reports upon request.
• Works closely with BHDS team and County IT related to meetings with the CARES software developer and monitoring of work completion.
• Serve as Agency lead for all work with technology vendors, such as audio-visual vendor, when such vendors are not already managed by County IT.
• Serve as a liaison with General Services and HR to manage building access and badges.
• Serve as the primary liaison with General Services related to building maintenance.
• Complete all online forms and submit all documentation to County HR related to hires, transfers and terminations.
• Identify needs and coordinate training with HR to agency staff regarding proper completion of personnel and benefit paperwork, timesheets, forms, etc.
• Ensure all staff members review required electronic trainings prior to, or shortly after start date. These trainings may include harassment, mandated reporter, fraud, etc.
• Review at the time of on-boarding and annually with all staff - safety awareness, County HR policies and procedures, HIPAA, and agency policies and procedures.
• Periodically work with Paryroll lead to review the internal payroll process for accuracy and consistency.
• Serve as a back-up for payroll submissions and payroll period reviews.
• File administrative paperwork to include payroll, personnel documents and maintains agency personnel files, policies and procedures, and bulletin boards.
• Serve as a timekeeper in the County HR software.
• Prepare and distribute organizational charts and summary payroll/personnel reports with recommendations to management as needed.
• Manage inventory of Agency-owned equipment.
• Manage software subscriptions such as Survey Monkey, Canva, Padlet, etc.
• Serve as the Agency point-person for registering staff for trainings and conferences and all duties that accompany this activity including but not limited to working with the Chief Clerk's office, Purchasing and the Controller's office.
• Manage Agency use of rental cars and assists with Agency leased cars as needed.
• Order, track and process payment for supplies for all BHDS locations.
• Track and monitor all Agency contracts through the Contract Approval process including but not limited to sending Contracts for signature by Chief Clerk and Board of Commissioners, collecting contracts after signatures, distributing signed contracts to appropriate BHDS staff and providers, ensuring the County-wide software reflects the accurate submission of contracts.
• Manage and distribute accounting of Agency allotment of EE/GEE to Senior Leadership annually.
• Completes other projects assigned as necessary.
• Routinely provides own transportation to and from meetings, trainings, and other job-related appointments in a timely manner and be able to access those locations with reasonable accommodations.
• Performs other duties as needed and as assigned.
• Participate in Agency and County committees and teams as assigned.

Benefits

• Find job security and stability alongside a growing community and a team that supports you.
• Level up your career through a large network and specialty training.
• Comprehensive benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level