Chief of Administrative Services

Lancaster County•Lancaster, PA

2d•$69,771 - $104,657

About The Position

This is a full-time position responsible for oversight of all Administrative functions and operations of Lancaster County Behavioral Health & Developmental Services, a government agency charged with ensuring the provision of services to individuals determined eligible for Behavioral Health, Intellectual and Developmental Disability and Early Intervention services in Lancaster County, Pennsylvania. This position is responsible for directing the Administrative component of BHDS which is comprised of Clerical Support, Fiscal Operations and Administrative Program Planning/Evaluation. The position is responsible for assisting the Agency with the budget planning process. Additionally, this position will be responsible for managing and assessing the Agency's technological needs and serve as the Agency lead in interactions with the Lancaster County Information Technology department. Further, this position will ensure that Agency policies, procedures and standards are maintained and current in their interpretation. This position will report to, consult with, and work closely with the Executive Director and be able to serve as the designated proxy in the Executive Director's absence.

Requirements

Five years of professional level experience in a public or private organization including three years of administrative, supervisory, and/or managerial work; and a bachelor’s degree; or any equivalent combination of experience and training.
Knowledge of the principles and practices of Behavioral Health & Developmental Services program planning and development as it relates to daily operations and the provision of services.
Knowledge of the principles and practices of business or public program administration and supervision as it relates to program development and the overall implementation of policies and procedures.
Knowledge of the theories and techniques of personnel management and administration.
Knowledge of budget preparation, general accounting and fiscal management principles and practices.
Ability to analyze and evaluate program plans and operations and make recommendations leading toward policy and practice changes.
Ability to accurately interpret financial reports and statements and effectively evaluate and project their impact.
Knowledge of the principles and methodologies of managed care.
Ability to provide leadership and to establish and maintain effective working relationships with Agency staff, County representatives, public and private agencies, community groups and organizations, federal, state and county officials, consumers, family members, advocates, mass media and the general public.
Ability to consistently communicate in a concise and effective manner in all mediums.
Working knowledge of the Behavioral Health, Intellectual Disability and Early Intervention service systems.
Working knowledge of State and Federal Fiscal regulations.
Must pass pre-employment drug screening test.
Must have acceptable background check that includes FBI Clearance, PA State Police criminal history and ChildLine clearances. Clearances are required prior to the start of employment and may not be more than one year old at time of employment.
A valid driver’s license and acceptable driving history in accordance with County policy.
Must be able to work in a busy and open environment.
Must be able to routinely provide own transportation to and from meetings, between BH/DS locations, and other job-related appointments in a timely manner and be able to access those locations with reasonable accommodations.

Responsibilities

Plans, organizes, and directs the administrative functions and operations of the agency.
Oversight of the agency’s policy and procedure manuals
Assuring regulatory, contractual, and County policies and procedures are adhered to by the agency in consultation with the Executive Director.
Oversight of the agency’s electronic health record which includes all billing and claims processes, contracting, data collection and reporting and enhancement to the system to improve efficiency and effectiveness of the software.
Acts as the Agency’s lead HIPAA Compliance Officer which requires supporting the agency personnel with HIPAA compliance, implementation of HIPAA policies and procedure, works with County leadership for countywide HIPAA compliance and processes, oversees investigations of HIPAA breaches or other violations of state or federal confidentiality laws and regulations and HIPAA audits.
Acts as the Agency's lead Compliance Officer which has oversight of investigations of allegations of waste, fraud and abuse, compliance of state and federal laws and regulations that the Agency is required to follow and provides plans of action for any violations of state and/or federal regulations.
Serves as one of the Agency Information Security Officers.
Participates in the Senior Leadership of the agency to make high level decisions on agency processes, how to meet the needs of the agency and the departments and how to coordinate with other County departments and/or State or Federal departments for administrative needs.
Reviews and provide operational approval for invoices for agency-wide contracts, purchase orders and accounts payable.
Provide proper supervision to direct reports which includes evaluating, providing on-going supervision, coaching, and training in supervisory techniques.
Provide agency back-up support or delegation of support for all direct reports when they are unavailable. This includes all duties assigned to those direct reports.
Ensure the agency’s contracting processes with providers and vendors are completed according to Federal, State and County regulations.
Coordination with the County Purchasing Department, County Controller's Office, and other County agencies as necessary.
Assure all Federal, State and County fiscal policies are adhered to.
Ensures all insurance requirements of each contractor and vendor are reviewed to meet County requirements.
Collaborate with Health Choices partners and associated entities such as Perform CARE and Capitol Area Behavioral Healthcare Collaborative as needed.
Assures all claims are paid as per the Federal and State regulations and within the contractual agreements
Assures the billing of third-party revenue sources is maximized fully (MH Targeted Case Management, Crisis Intervention IDD Supports Coordination and Early Intervention Supports Coordination.
Ensures timely and accurate fiscal reporting to the other Deputy Directors related to their specific programs.
Assure the agency’s phones and reception are staffed during open hours.
Assigns the clerical department’s specific tasks as designated by Senior Leadership and/or Executive Director.
Assures the Clerical department is meeting the agency’s needs and meeting any Federal, State or County regulatory requirements.
Manages Quality Assurance of agency-wide initiatives and designated program level initiatives including the support of the behavioral Health Choices program.
This position will coordinate the completion of the Agency’s Annual Report yearly, lead the Agency’s efforts in centralizing critical quality assurance data, serve as the lead in the Agency’s Quality Management Plan process, serve as the oversight lead for all social media platforms and ensure that all internal network drives and electronic folders reflect current and accurate information.
Oversight of Agency IT needs. May delegate some tasks to the Computer Manager but remains the primary contact for technology vendors and County IT for agency needs. Serves as a backup for all County IT requests from the agency.
Develops, plans and reviews scope of work documents for enhancements to agency owned software.
Serves as Agency representative and proxy for Executive Director in Board of County Commissioner Work Sessions and Public Hearings, Health Choices Executive Board meetings, and all other occasions as necessary.
Serves as a member of Senior BHDS Leadership on all internal committees, including the Block Grant Work Group.
Development and maintenance of internal training and orientation protocols
Provides support to the Chief Clerk and Executive Director on the Human Services Block Grant contracts, oversight of categorical not within a county department and contracting of those funds.