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As the region's only Level I Trauma center, Harborview Medical Center (HMC) is well known for innovations and excellence in trauma care and its centers of emphasis: Trauma, Burn, Neurosciences, AIDS/STD CARER, and mentally-and medically- vulnerable populations. In addition to the centers of emphasis, HMC serves a mission population for King County. Harborview employees are committed to the vital role the institution plays in the immediate community, as well as the entire Northwest region. HMC is owned by King County and managed by the University of Washington (UW) and serves as a training site for UW’s School of Medicine. The UW is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
Harborview Medical Center has an outstanding opportunity for a 100% Full-Time FISCAL SPECIALIST 2 in Psychiatry and Behavioral Health Services.
Under the general direction of the director and HMHAS managers, this position is responsible for a variety of administrative and program coordination functions as well as fiscal analysis and financial reporting. The primary responsibility of this position is the operational day to day fiscal data entry and coordination of the Clinical Support Programs at Harborview Mental Health, including Supportive Housing, Supported Employment, Peer Support, and Representative Payee Services. Other responsibilities may include: Service, Operations/ Finance, Data Management, Personnel records management, Materials Management and Equipment, Data Collection and Reporting. The Fiscal Specialist II takes a proactive role in the efficient operation of the program(s). This position is also the back-up to the managers for the coordination and monitoring of schedules, payroll, budgets for grants and contracts, and other systems to support the smooth operations of the clinic, payee program, and contracts.
POSITION DUTIES AND JOB RESPONSIBILITIES
Operations and Finance
Works cooperatively with the manager(s) to maintain systems for accounting of payee program recipients bank balances.
Works cooperatively with the manager(s) to assist with administrative reporting requirements for Clinical Support programs, including Housing, Employment, and Peer Support services.
Assists with the creation of individual payee budgets with patients enrolled in payee services at HMHAS and download of budget information.
Assists with monthly, quarterly and annual reports for housing, employment, and peer support programs.
Manages time and attendance for assigned units daily and weekly, and submits to the manager for approval. Enters payroll data from schedules and actual staffing into KRONOS system.
Meets with the Business Operations Manager and managers, both routinely and on an as-needed basis, to ensure consistency of processes.
Provides administrative support to the managers of the department in such areas as planning curriculum, coordinating and scheduling meetings, managing databases, and developing statistical data and/or spreadsheets. At HMHS this includes room scheduling, other administrative support, such as keys and purchasing supplies.
Appropriately administers the operations budget for the office, including approval of expenditures; monitors budgets of various grants and other funding sources to ensure alignment with budgeting requirements and approves expenditures. Including monitoring petty cash, recycling stipend and ordering through PMM.
Provides the budgetary accounting support of the payee program, including distribution of checks.
Manages relevant databases, promotes security of information along with maintaining and auditing data to ensure quality control of systems. Primary systems include scheduling, payroll, human resources, learning management, and unit specific databases.
Develops and maintains systems to ensure confidentiality and integrity of patient records in compliance with hospital policies, procedures and standards.
Produces reports and maintains management data related to the operational needs and projects of the unit/department.
Coordinates and maintains systems for outside purchasing of supplies and equipment, and capital equipment requests. Including ordering through PMM.
Maintains audit trail of equipment ordered and received.
Ensures that supplies and equipment are keep at par levels assigned by the Business Operations Manager.
Coordination of Client Services
Provide information and advice to students, staff, program participants and/or the public regarding program content, policies and activities, recommend alternative courses of action; promote the program on campus with outside organizations.
Attend meetings and/or conferences as program representative.
Confer regularly with representatives of off-campus organizations and agencies regarding the interpretation and implementation of program and institutional policies.
Monitor program activities in relation to established program goals; within established program parameters, determine variance from program standards.
Use word processing, graphics, statistical, spreadsheet and/or database software.
Perform complex scheduling, including independently prioritizing needs of program clients.
Direct the work of others.
Perform the duties of Program Assistant.
May make public presentations related to program specialty.
Participates in clinic, Patient Care Services, and/or HMC teams as requested.
Assists the managers and BOS in creating and implementing systems for filing and distribution of information (i.e., policy changes announcements, staff meeting minutes), and maintains bulletin boards, email lists, and manuals.
Completes special projects. Develops and participates in projects to enhance unit/department operations.
Uses word processing, graphics, spreadsheet and/or database software.
Performs other duties as assigned.
STANDARDS OF PERFORMANCE
Responsible for responding to the non-clinical needs of the patient/family members in a timely manner and maintains a professional and friendly demeanor at all times.
Works cohesively as a member of the unit team, taking a proactive role in supporting the smooth and efficient operation of the unit.
Maintains hospital/clinic service standards with particular attention to personal behavior, staff teamwork and patient-staff interaction guidelines.
Maintains an environment that respects age, culture, economic, ethnic and lifestyle differences of patients, visitors and staff.
STANDARDS OF DAILY PRACTICE
Pro-actively offers assistance to help others.
Is flexible with accepting/changing assignments to meet departmental needs.
Consistently completes assignments in a timely manner or asks for assistance.
Quality of work at expected level.
Follows through on delegated tasks.
Able to prioritize workload requests appropriately.
Demonstrates respect for patients, visitors and staff members entering the department.
Works well as part of the team.
Identifies as a role model and resource to other staff.
Overall charge/leadership rating (coordination, projects/assignments, supportive leadership).
ADVOCACY AND CUSTOMER SERVICE
Maintains awareness of others and greets patients, families, visitors, managers, and staff in a manner that conveys a positive reception.
Demonstrates an atmosphere/attitude of respect for human dignity and the uniqueness of each patient, visitor and staff member.
Protects confidentiality of written and verbal information according to policy and procedure.
Reports when illegal/unethical/unprofessional practice of another member of the health care team occurs.
Follows appropriate channels to resolve concerns.
Demonstrates courteous and professional communication skills with administrator, co-workers, visitors, patients and families.
Receive and refer patient inquiries, compliments and complaints to appropriate department(s).
Supports the organizational and service area mission, philosophy, values and goals.
Participates in efforts to continuously improve quality at HMC.
Efficiently uses own time.
Communicates effectively with individuals and in-groups.
Interacts well with a variety of individuals, and contributes to an environment that respects cultural, economic, ethnic, and lifestyle differences of patients, visitors and staff.
Contributes to positive working relationships with members of the team.
Recognizes one’s own stress and the impact on others. Identifies and manages stress utilizing the guidance of others.
Recognizes stress in others and utilizes appropriate resources to assist in reducing stress.
Uses service area and organizational communication systems to maintain knowledge of current information.
Maintains the service area environment and equipment so that it is of a professional appearance, is safe and usable.
Complies with specific HMC policies for safety.
Maintains professional conduct and appearance.
Adheres to attendance standards.
Is prepared to begin work at scheduled time.
Attends and participates in departmental meetings, committees and/or projects; reads minutes or seeks follow-up if unable to attend, as applicable.
Demonstrates reliability in work attendance.
Consistently wears identification badge.
Contributes to group problem solving and is respectful of the comments of others.
Gives and accepts feedback in a constructive and courteous manner.
Promotes positive image of self, the PCS Administrative Department and HMC.
Apprises supervisor of actual and/or potential problems in a timely manner.
Is able to resolve conflicts and/or direct to appropriate staff/department for resolution.
Completes annual competency validation requirements.
Identifies own learning needs and seeks direction for growth.
Attends and participates in continuing education programs and in-services which directly affect and improve department operations.
Oversees the maintenance of confidential personnel, change of status, termination and personnel requisition forms for all staff.
Ensures completion of Annual Core Competencies and other regulatory requirements, and maintains department/unit personnel files.
Coordinates logistics and paperwork of unit based orientation in coordination with the Nurse Manager.
Coordinate logistics and paperwork of unit staff evaluations, and sends completed information to Business Manager.
Supports staff as a resource to troubleshoot system problems and obtain information/data from various systems.
May participate in all phases of staff scheduling, including preparing initial schedules and processing educational time leave requests; oversees scheduling changes. Prints all plan sheets and schedules from OneStaff.
Assumes responsibility for successful completion of orientation and annual competencies.
Assumes responsibility for meeting JCAHO required mandatory education, e.g., fire and safety.
Assumes responsibility for own continuing education.
Participates in own performance review.
Is open to constructive feedback and integrates recommendations into practice.
Participates in orientation of new permanent and temporary personnel.
SAFETY AND RESPONSE TO EMERGENCIES
Participates in interdepartmental efforts to facilitate a safe environment.
Understands and follows hospital and departmental protocol for emergencies and disasters.
Takes immediate action to address environmental, equipment or engineering issues that present a potential safety risk.
Functions within safety, infection control, emergency and equipment guidelines.
QUALITY ASSESSMENT AND IMPROVEMENT
Recommends and assists with implementing, as appropriate, solutions for resolving procedural system causes for incidents/risks.
Develops clerical organization tools or systems that prevent errors/increase efficiency and accuracy; seeks cost-effective alternatives for routine and specialized office supplies and equipment.
Participates in QA/QI activities of the office through the participation in committees, implementation of process improvement initiatives and contribution of suggestions for improvement in patient care delivery.
This position provides opportunities to work in a fast-paced, challenging, diverse and rewarding environment. As an employee you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Two years of experience at a level equivalent to Fiscal Specialist I AND 15 quarter hours or 10 semester hours of college level accounting, or equivalent education/experience.
Proficient in Excel and Microsoft Word software programs.
Ability to lift supplies weighing up to 20 pounds.
Flexibility in work schedule – support of other units may be required.
Ability to simultaneously prioritize and manage multiple projects and responsibilities.
Ability to work under pressure in a fast paced environment and meet deadlines.
Strong communication skills, both verbal and written.
Strong interpersonal skills in order to communicate effectively with a diverse group of hospital and non-hospital personnel.
Strong analytical, organizational, and interpersonal skills, and demonstrated customer service skills required.
Basic financial and accounting skills.
Understanding of medical terminology.
Bachelor’s Degree highly desired.
Experience with each of the following software programs: Excel, Microsoft Word, Basic Accounting processes.
1-2 years of healthcare or related experience highly desired.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or firstname.lastname@example.org.