Job Overview
Director of Administration Duties: 85% (percent of time may fluctuate)
Under the general direction of the Health Commissioner, the Director of Administrative Services directs all financial aspects of the health department ensuring transparent, sound, and stable fiscal management along with managing human resources, vital statistics, special projects, and public health accreditation. This position supervises 3 staff including the Registrar/Special Projects Coordinator, the Accreditation Coordinator/Deputy Registrar, and the Receptionist.
1. Plans, directs, coordinates and monitors fiscal operations for the Department; evaluates and plans the fiscal functions for the agency (e.g., accounting, payroll, purchasing, budget planning, receipt and disbursement of funds and expenditures, grant funds, etc.); monitors accounting activities including accounts payable and receivable, payroll, budget activities; monitors fiscal progress of projects for compliance or variance from budgeted costs and determines appropriate action; leads all audits.
2. Develops, prepares, and oversees preparation and maintenance of various fiscal reports, records, analyses, and /or documentation (e.g., internal management reports, budget forecasts, cost analysis studies, revenue and expenditure comparisons, personnel and payroll reports, grant reports, etc.); ensures compliance with federal and state laws.
3. Supervises employees within the Administration Division (e.g., schedules and assigns work tasks, interviews and recommends hiring of job applicants, recommends pay assignments, evaluates employee performance, recommends discipline, receives and adjusts grievances and complaints, recommends and approves leave requests); attends and participates in policy review meetings; recommends policy changes; assists with the development of policy; interprets and enforces policy; participates in personnel relations activities; has access to employee personnel files; and has unlimited access to financial data used in monitoring organization revenue/income and used in payroll and benefit budgeting.
4. Leads activities for accreditation through the Public Health Accreditation Board (PHAB); leads, develops, and/or assists with the development of plans necessary for accreditation (quality improvement, workforce development, strategic plan, community health improvement plan, etc.); works with accreditation team to ensure policies, programs, and documents are in place for accreditation; attends necessary meetings and trainings to assist with accreditation process; participates in PHAB accreditation site visit; develops plans for continued PHAB accreditation efforts.
Human Resources Duties: 15% (percent of time on these activities may fluctuate)
1. Coordinates human resource functions, activities, and trainings including workforce development, recruitment/retention, benefit administration, record keeping, employee health and safety, competency and credentialing, etc.
2. Helps to ensure agency policies and human resource decisions follow all state and federal regulations and the Ohio Revised Code.
3. Assists the Health Commissioner and/or Leadership Team in developing, updating, and interpreting personnel policies and procedures for presentation to the Board of Health for approval and implementation.
4. Advises the Health Commissioner and/or Leadership Team on human resource issues including disciplinary issues and counseling within the scope of authority.
5. Advises the Health Commissioner and/or Leadership Team on recruiting, interviewing, selecting, and orienting employees. Oversees postings and advertisements of available positions; assists the Health Commissioner with scheduling interviews; and may conduct pre-employment background checks.
6. Assists the Health Commissioner and Leadership Team in developing and coordinating an agency-wide performance evaluation system and assists with compliance.
7. Develops and maintains personnel files, personal service contracts, classification specifications, and position descriptions for new and current positions.
8. Maintains confidentiality of non-public personnel records ensuring proper protection of files and information related to personal information and medical records.
Minimum Qualifications:
1. A two-year degree in a finance field or equivalent experience.
2. Knowledge of accounting, auditing, business administration, or financial management of organizations.
3. Ability to develop meaningful and concise financial reports.
4. Ability to perform budgetary analysis and report findings and recommendations.
5. Proficient computer skills, especially Microsoft Excel.
6. Excellent verbal, written, and customer service skills.
7. Valid Ohio driver’s license with ongoing proof of auto insurance.
Preferred Qualifications:
1. Bachelor’s Degree in finance, accounting, business administration, or equivalent field.
2. Knowledge of governmental accounting principles and fiscal audit management.
3. Experience in quality improvement and performance management
Other Duties and Responsibilities
1. Attends staff meetings, Leadership Team meetings, and annual District Advisory Council Meetings unless excused by the Health Commissioner.
2. Serves on the CHA and CHIP workgroups and/or delegates a staff member to represent the Administration Division as directed by the Health Commissioner. This may include participation in the committees organized around the key health priority areas and working on completing the committee workplans.
3. Supports and participates in the Public Health Accreditation process. This may include serving on the Accreditation Team and/or appointing staff from the Administration Division to serve on the team. This also includes managing the Administration Division domain assignments and ensuring staff complete and submit assignments in a timely manner.
4. Participates in continuous quality improvement and performance management.
5. Assists/participates in local and regional training (e.g., ICS, tabletop exercises).
6. Works with diverse cultures including non-English speaking clients to overcome barriers to obtaining health care and social/economic services.
7. Communicates in writing and orally with linguistic and cultural proficiency and delivers socially, culturally, and linguistically appropriate customer service.
8. Participates in community planning activities that align with the Nursing Division’s goals/objectives and PCHD’s Mission, Vision, and Values.
9. Observes confidentiality of client and agency information, especially with regards to HIPAA.
10. Establishes and maintains effective working relationships with the public, other governmental agencies, and co-workers.
11. Ability to drive on a regular basis to business appointments and meetings.
12. Practices dependable attendance habits.
13. Maintains and improves knowledge and skills through attendance at meetings, trainings, seminars, and continuing education.
14. Promotes public health and represents PCHD favorably to the public. This may include attending and/or presenting at health fairs and special events, preparing displays for events, developing educational materials, and working with other staff on promotion projects.
15. Ensures compliance with standards, laws, and regulations as promulgated by regulatory agencies such as OSHA, Federal and State government.
16. In a public health emergency, functions in the local public health’s emergency response and assumes the proper Incident Command Role. Participates in emergency preparedness training and exercises on an ongoing basis.
17. Assists the Health Commissioner as required.
Pay: $28.97 - $43.46 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Work Location: In person
