Administrative Supervisor, Support Services Job Vacancy in State of Montana Warm Springs, MT 59756 – Latest Jobs in Warm Springs, MT 59756

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Company Name : State of Montana
Location : Warm Springs, MT 59756
Position : Administrative Supervisor, Support Services

Job Description : Job Overview: This position is responsible for providing administrative supervision and assistance to Health Information Management within Montana State Hospital. This position coordinates the record retention program for support services at Montana State Hospital in collaboration with executive and senior leadership under the direction of the Senior Manager Health Information (SMHIM) and provides supervision to the Hospital Operation Specialists.

Experience, training, knowledge, skills, abilities, and other qualifications must be entered into the online application. Additional materials submitted, but not requested, will not be considered.
Montana State Hospital LinkedIn
Montana State Hospital Website

Work for the state you Love to Live in. Your paycheck is just part of a total compensation package. Eligible employees have access to competitive, innovative benefits packages at an affordable cost. All beginning on your first day of employment. Highlights of our innovative benefit package include:
Access to No Cost health centers
Low-cost Medical, Dental and Vision insurance
Retirement plan with employer
15 Vacation days each year
12 Sick days each year
10 Paid Holidays each year
Public Service Student Loan Forgiveness program*
Student Loan Repayment program*
Flexible Spending Accounts
Employee Assistance Program
Wellness Programs
One free meal per shift
Shift differential*

Subject to eligibility rules
Montana State Hospital complies with MT House Bill 702 Prohibiting Discrimination Based on a Person’s Vaccination Status or Possession of an Immunity Passport.
Direct Link to MT HB 702

Essential Duties or Responsibilities:

Administrative and Support Duties 35%
Increases productivity within Health Information Management services through review of current processes, recommending system improvements, and implementing changes to processes and procedures in coordination and oversight from the SMHIM.
Creates agendas and maintains meeting minutes for Health Information Management meetings including scheduling, preparing needed documentation, and notifying attendees of changes. Coordinates schedules as needed.
Serves as a back-up for SHIM as needed during periods of absences.
Supervision and Workforce Development 25%
Provides support and supervision of Hospital Operation Specialists to ensure services are delivered to high quality. May plan and implement staff development programs.
Oversees direct reports including, but not limited to, providing performance appraisals, hiring, engaging in progressive discipline, and authorizing continuing education.
Establishes, assigns, directs, monitors, and balances employee workloads.
Provides insight to scenarios needing consultation.
Ensures dissemination of information through regular staff meetings.

Record Retention Program Coordination 25%
Develops and maintains an effective and efficient electronic and paper record retention program for Support Services at Montana State Hospital under the direction of the SMHIM, following federal, state, and local requirements.
Research record retention requirements and best practices for a psychiatric hospital setting under the direction of the SMHIM and creates reports as to hospital wide compliance with record retention requirements in coordination with executive and senior leadership.
Coordinates with management at all levels to ensure compliance with record retention requirements.
Researches and educates staff to federal, state, and local record retention requirements.
Monitors and tracks requirements and compliance.
Assists in record retention activities including, but not limited to, identifying files for destruction or retention, documentation, and file destruction.
Other Duties as Assigned 10%
Maintains active role within the hospital leadership team.
Provides support to the Hospital Administrator/Chief Operations Officer.
Performs tasks related to executive-level hospital projects and other tasks as directed.
Physical and Environmental Demands: This position is assigned a work area within an acute psychiatric hospital. The person in this position must be able to work under the pressure of deadlines and establish priorities for the extensive workload. Physical hazards presented are primarily the possibility of injury to self or others due to the sometimes unpredictable and violent behavior of patients. Physical demands include the constant use of eyes, hands, wrists, and elbows while using a personal computer and long periods of sitting. Periods of stress may result from a constantly ringing telephone and constant interruptions to answer questions and provide explanations but is considered as day-to-day routine.

Knowledge, Skills and Abilities:
(Required for first day of work)
Must have thorough knowledge of recordkeeping, filing, letter writing, taking meeting minutes, and professional communication procedures.
Must be able to work independently to organize workload to maximize efficiency and meet multiple priorities.
Must be able to work well with healthcare professionals, and individuals at all organizational levels.
Must be able to communicate clearly and be able to maintain confidentiality when dealing with sensitive material.
Must be proficient in the use of standard office equipment (facsimile, copy machine, etc.), including a personal computer and common software including Windows, Word, Excel, Outlook, and Access.
Ability to operate basic mail room equipment including postage machine and postage scale.
Must have exemplary customer service skills and commitment to excellence in service.
Must have good interpersonal skills and be able to respond to stressful situations in a manner that helps the other individual de-escalate.
Ability to maintain confidentiality, communicate effectively orally and in writing.
Ability to establish and maintain effective relationships with staff, management, professional medical staff, and patients.

Supervision
The number of employees supervised is: Hospital Operation Specialist x5

Qualifications:
Minimum qualifications (Education and Experience):
High School Diploma or equivalent.
Three years of experience performing a variety of office support or clerical support.
Typing 50 WPM with a minimum of 80% accuracy.
Two years of supervisory experience, preferred.
Advanced level of proficiency with Microsoft Office Suite and/or other data management software preferred.
One year experience in record retention processes and requirements preferred.
Other combinations of education and experience may be substituted on a case-by-case basis.

**Required skills tests can be accessed at www.eskill.com.
Hover over the Login box on the top right of the screen, then enter the applicable test ID (listed below) in the Test Taker window then click Go. A printout of the test results must be uploaded with your application.
Typing- 9e0cbcf4c43cd6d9
Candidates will be evaluated to determine if they meet the minimum qualifications listed above and on the extent to which the application materials show the candidate possess the knowledge, skills, and abilities associated with this position. The selection process may consist of review of application materials (application, resume, cover letter…), physical assessment, job skill test, interview(s), background check and reference checks. Candidates whose application and supporting documentation (cover letter, resume) do not clearly indicate all minimum qualifications are met will not be considered.

Applicant Pool Statement: If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection.

Training Assignment: Not Applicable

Job: Healthcare Support

Salary: $ 19.46 – 22.00 Hourly

Benefits Package Eligibility: Health Insurance, Paid Leave & Holidays, Retirement Plan

Number of Openings: 1

Employee Status: Regular

Schedule: Full-Time

Shift: Day Job

Travel: Yes, 5 % of the Time

Primary Location: Warm Springs

Agency: Department of Public Health & Human Services

Union: 000 – None

Bargaining Unit: 000 – None

Posting Date: Mar 17, 2022, 9:29:28 AM

Closing Date (based on your computer’s timezone): Ongoing

Required Application Materials: Resume, Job Service Test (Refer to Job Posting)

Contact Name: Justin Lanes | Contact Email: hhsmshhr@mt.gov | Contact Phone: 406-693-7032

This post is listed Under Jobs in General Category

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