COUNTY OF BUCKSJOB TITLE:Administrative Officer IJOB CODE:0248DEPARTMENT:Behavioral Health/Developmental ProgramsUNION:84FLSA STATUS:Non-ExemptGRADE:37REPORTS TO:Fiscal Officer IIIPOSITION SUMMARY: This position is responsible for a variety of administrative duties and serves as an assistant to the Fiscal Officer III. This Administrative Officer I is responsible for a wide variety of Department functions including human resources, financial and computerization tasks and, in conjunction with the supervising Administrator and Deputy Administrators, daily operational oversight of the Administrative Assistant staff pool. Primary responsibilities in these areas include processing of all Department personnel work, preparation of payroll, purchasing departmental services and supplies, management of computer inventory and IT inquiries related to purchasing equipment, management of claims processing including assigned tasks related to opening/closing fiscal years, and direct supervision of Administrative Assistant II positions as assigned from the Administrative Assistant staff pool. This position analyzes administrative operations and makes recommendations/participates in policy and procedure development. This position establishes and maintains cooperative working relationships with other State, County and provider agencies. This position requires proficiency in the Lawson, Netsmart/MyAvatar, and MS Dynamics systems and familiarity with the functions of the Department.ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Operates and manages computer systems (Lawson/Netsmart/MyAvatar/MS Dynamics) in relation to financial activities.
Reviews, enters and posts all invoices for payment. This involves coding and reconciliation to a provider's budget. Notifies the Fiscal Officer III of reconciliations necessary resulting from claims that exceed the contract amount.
Maintains all official files and records for the Fiscal Department.
Prepares departmental payroll for submission to County. This involves verifying and auditing individual employee time records and enters same into the computer.
Complies and provides financial information regarding payroll and administrative expenditures for various reports and shares any noted concerns or variances with the Administrator and Fiscal Officer III.
Assists with opening and closing of fiscal years.
Applies data in Avatar for any new Funding streams, services (CPT codes), service providers and any necessary changes to maintain provider integrity so billing and other duties within the Avatar system can be used correctly. This set-up involves claims and special forms used by both staff and providers.
Processes all claims with Avatar that are submitted through the 837P via the Department's secure SFTP site by moving files, analyzing files for accuracy and communicating with the providers on corrections and needs to ensure complete accurate files. This also means maintaining the MSO Compile Workbook.
Assists in making needed changes to the Provider Matrix, fee definitions and authorizations in Avatar.
Completes verification process to ensure claim payment/denial reporting is programmed accurately.
This also includes verifying all inpatient and ambulance billing for prior approvals, entering the authorization for providers for inpatient billing, creating the claim and submitting the claim through payment processing.
Updates budget reports in applicable Departmental databases when contracts are added/amended.
Processes voided provider claims.
Processes PROMISe & Pelican claim files from the Pa Department of Human Services for Intellectual Disability and Early intervention wavier and base funding.
Provides assistance to providers around necessary processes or claims submission.
Maintains all personnel records of the Department and the confidentiality of such records, including reminding staff of clearance renewals and annual reviews .
Completes, files, and processes all required paperwork for Departmental personnel for submission to the County.
Maintains Modified Classification Review approved lists for all program-funded agencies.
Coordinates and monitors receipt of Modified Classification Review Reports for submission to the State.
Manages staff evaluations by ensuring supervisors are provided information related to annual review dates.
Attends training as provided/required by the County Dept. of Human Resources.
Supervises Administrative Assistant II positions as assigned.
In conjunction with Administrator and Deputy Administrators, analyzes, recommends, and assists in development/implementation of administrative assistant daily operational procedures.
Prepares and processes purchase orders to obtain various office supplies and equipment needed by the Department. Ensures items are received on time and as ordered. Tracks and completes purchase orders as per County requirements.
Oversees inventory of information technology equipment and manages the ordering and installation of new equipment.
Analyzes trends and provides cost analysis to assist in budget development and monthly reports.
Assists with securing building maintenance/janitorial services for the Department. May involve the creation of bid specifications. Ensures maintenance and services are completed satisfactorily and timely.
Maintains a cooperative working relationship with various vendors using direct dialogue and written correspondence.
Functions as the Department liaison with County Human Resources, Purchasing, and other County Departments with corresponding functions.
Consults and works with the County of Bucks IT on joint and mutual projects and systems.
Consults and works with County of Bucks IT /Quality Management staff around CCRI data entry/management.
Other duties as assigned.
QUALIFICATIONS REQUIRED:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Knowledge of the principles and practices of public administration.Some knowledge of the principles of governmental accounting, statistics, and public personnel administration.A
