HomeMy WebLinkAboutChief Operations DirectorJEFFERSON COUNTY
JOB DESCRIPTION
Position: Chief Operations Manager FSLA:
Department: Public Health UNION:
Annual Hours Worked: 2080 Adopted:
Exempt Salary System Grade: 17 Approved:
1.0 MAJOR FUNCTION AND PURPOSE
Exempt - Administrative
Exempt
April 2007
Human,Resource an er
1.1 Persons in this position are responsible to work to continually improve the effectiveness
and efficiency of the Department by organizing, planning, and managing all
administrative and financial activities of the following divisions: community health,
environmental health, substance abuse, developmental disabilities, water quality,
administrative services and the Clean Water District.
1.2 Responsible for implementing the operational plans of the Director and Assistant Director
of Public Health.
1.3 Works with the Public Health Management Team as well as through the Department
Director and Deputy Director with the Health Officer, Board of Health, and County
Administrator.
2.0 SUPERVISION RECEIVED
2.1 Persons in this position are given significant discretion, within the scope of policy and
regulations, in the performance of their duties. Supervision and guidance is received from
the Public Health Director and Assistant Public Health Director.
3.0 SUPERVISION
3.1 Supervises medical records, administrative, financial, and clerical staff in accordance
with the organizational policies and applicable laws. Responsibilities include
interviewing, hiring, disciplining, or making recommendations for terminating
employees; training; planning, assigning, and directing work; appraising performance;
addressing complaints and resolving problems.
3.2 Motivate staff, enhance efficiency and generate a harmonious work environment.
4.0 SPECIFIC DUTIES AND RESPONSIBILITIES
4.1 Works with the Director, Health Officer and the Public Health Management Team in the
development and management of departmental programs and procedures to accomplish
local, state and federal public health goals and policies.
Jefferson County Job Description: Public Health Chief Operations Director
4.2 Supports continuous improvement processes in teams to assure the efficient and
economical use of County resources including funds, personnel and facilities.
4.3 Manages contracting unit for outside vendors, service providers and County to ensure
legal review, financial planning, County business protocols, and statement of work
monitoring for all divisions.
4.4 Directs financial support staff in budget development, monitoring, tracking, reporting, and
expenditure approval to assure appropriate use of public funds and that contractual
obligations are met.
4.5 Plans, organizes, and supervises work activities of assigned secretarial and clerical
employees of lower classification. Determines work procedures, prepares work schedules,
and expedites work flow. Issues written and oral instruction. Reviews and verifies work
for accuracy, timeliness, proper documentation, completeness, neatness and conformance
to policies and procedures.
4.6 Develops and designs new or improved routines, systems, or methods to increase the
effectiveness and efficiency of office operations.
a) Analyzes, organizes, and performs administrative and financial activities related to
organization operations and procedures such as bookkeeping, personnel record
keeping, preparation of payroll, filing, typing, supply requisition, and handling of
monies.
b) Reviews, and designs process including client records, insurance billing and
scheduling. Responsible for client flow; appointment scheduling; client intake;
record keeping; payment assessment, insurance and client billing, collections; and
follow-up scheduling.
4.7 Research, prepare, and compose letters, reports, notifications, documents, memos and
other materials of an important or confidential nature on own initiative or from brief
instruction or notes.
4.8 Develop and organize the contracting process for the Water Quality District as it
negotiates work with private, governmental and individual vendors.
4.9 Develop, oversee, and manage grant applications, contracting and reporting for numerous
grants and vendor contracts for all divisions of the Department.
a) Research and prepare technical documents such and grant applications.
b) Review contract language, terms, rates, and proposed budgets to support the
department goals and objectives.
c) Monitor each contract and grant to guarantee terms are completed in accordance
with statement of work and identified period of time.
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Jefferson Countv Job Description: Public Health Chief Operations Director
4.10 Insures the process of recruitment and retention of personnel records is properly
administered. Provides timely orientation to all new employees. Tracks required training
and professional licenses according to state law and County policy. Recommends or
initiates personnel actions such as promotion, transfer, discharge, and may creates
corrective action plans for staff that are not performing at the desired level. Initiates
required paperwork for personnel changes.
4.11 Develops draft internal policy, coordinates input from program leads and employees as
necessary, and presents to Director for final approval.
a) As requested develops draft local, regional, and statewide plans and policies,
provide leadership and consultation, strategic planning, analysis and
communication.
4.12 Researches material and conducts analysis to provide background material and
recommendations within the department regarding policy formation, budgets, grievances,
and other matters of similar importance and complexity.
4.13 Conducts interviews to compile information for administrative records, particularly when
the situation involved is highly sensitive, of critical importance, highly confidential, or
requires knowledge of the technical or procedural aspects of the department. Such
interviewing necessitates clear delivery of difficult explanations, tactful delivery of
sensitive questions and/or careful probing and interrogation to determine proper line of
questioning or to verify facts and claims.
4.14 Maintains liaison with Developmental Disabilities Advisory Board through Developmental
Disabilities Coordinator in order to provide collaborative effort with community including,
but not limited to:
a) Recommending changes to the programs and services that reflect advisory group
collaborative efforts and state mandates.
b) Passes policy issues identified by the Board on to the County Administrator for
consideration.
c) Acts as organizational liaison for advisory groups in insuring that issues receive
appropriate attention within County community.
4.15 Establish annual work programs and identifies team approach to problem solving and
process improvements.
4.14 Implements the department rules and regulations, in accordance with county policy and
law regarding release of public records, coordinating the staff of the department in this
regard, and generally insuring compliance by the staff with the public records disclosure
requirements.
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Jefferson Countv Job Description: Public Health Chief Operations Director
4.15 Performs other tasks as directed.
5.0 REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
5.1 Ability to read, write, analyze, and interpret legal documents, technical journals, financial
reports, and government regulations. Ability to respond to common inquires or complaints
from customers, regulatory agencies, or members of the business community. Ability to
write speeches and articles for publication concerning change in clear, effective,
persuasive, and professional manner.
5.2 Ability to effectively prepare and/or direct preparation of, and present comprehensive
reports, presentations, budgets and correspondence to top management, public groups,
and/or boards. Ability to effectively present information and respond to questions from
groups of managers, clients, customers, and the general public on Public Health matters.
5.3 Ability to work with mathematical concepts such as probability and statistical inference.
Ability to apply concepts such as fractions, percentages, ratios, and proportions to
practical situations. Ability to develop statistical analysis, interpret statistical data and
generate appropriate information to analyze complex operational, financial, and/or
management issues within organization for Managers and program staff.
5.4 Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability
to interpret and solve practical problems and deal with a variety of abstract and concrete
variables. Ability to interpret a variety of instructions furnished in written, oral, diagram,
or schedule form.
5.5 Ability to use sound professional judgment, conforms to adopted policies and procedures,
solves problems and achieves results consistent with stated goals and objectives.
5.6 Knowledge of administrative and financial principles and practices, public health system,
developmental disability services system in Washington State and practices and special
practices, technicalities, and formats associated with public health and human services.
5.7 Ability to organize, plan, manage, coordinates and direct the medical records,
administrative, financial, and clerical sections and work to continually improve the
effectiveness and efficiency of the Department.
5.8 Skill in management of Department budget to assure appropriate use of public funds, that
contractual obligations are met and the Department and County goals are achieved within
available resources
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Jefferson Countv Job Description: Public Health Chief Operations Director
5.9 Ability to use a typewriter, personal computer and software, computer terminal,
calculator, and other office equipment standard to areas of assignment and to adapt to new
and/or modified equipment which may be acquired.
5.10 Demonstrated successful supervisory and managerial experience is preferred. Implement
and maintain sound organizational practices.
5.11 Maintain a high standard for accuracy, completeness, and efficiency in the preparation of
reports and budgets. Independent and self motivated to complete required deadlines while
simultaneously complete other tasks.
5.12 While performing the duties of this job the employee frequently is required to talk or hear
and use hands to finger, handle, or feel objects, tools, or controls. The employee is
regularly required to sit. The employee is occasionally required to climb or balance; and
stoop, kneel, crouch, or crawl stand; walk; and reach with hands and arms.
5.13 Good health, and good physical condition, appropriate to the position. The employee must
occasionally lift and/or move up to 50 pounds. Specific vision requirements include: close
vision, distance vision, color vision, peripheral vision; depth perception, the ability to
adjust focus; the ability to read small print, and night vision.
6.0 MINIMUM QUALIFICATIONS
6.1 Bachelors (BA) degree in accounting or business related field
OR
Associate's degree (AA) or equivalent from a two-year college or technical school in
accounting or related field, and two (2) years experience in governmental accounting, may
be substituted for the Bachelors degree.
OR
Eight (8) years experience in progressively responsible accounting positions supplemented
by course work in accounting or government accounting, may be substituted for the
Bachelors degree.
AND
In addition to the above a minimum of five (5) years experience in progressively
responsible accounting positions; with at least one (1) year as manager of discrete work
unit including direct responsibility for performance of a team and/or individual
subordinates is required.
6.2 Ability to successfully complete various required training classes and obtain certificates
necessary for functional skills performance, maintenance and improvement.
6.3 Valid Washington State Driver's License.
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Jefferson County Job Description: Public Health Chief Operations Director
7.0 DESIRABLE QUALIFICATIONS AND ABILITIES
7.1 Familiarity with tools, instruments, equipment and techniques commonly used in the
performance of related tasks.
7.2 Ability to quickly grasp new techniques, deal with rapid changes in events, remain calm in
stressful situations, relate to various personality styles in a calm, professional manner.
7.3 Understand the need for maintaining confidentiality of sensitive information.
7.4 Assure efficient and effective utilization of volunteers and department personnel, funds,
materials, facilities, and time.
7.5 Ability to develop spreadsheets, interpret statistical data and generate appropriate
information to analyze complex operational, financial, and/or management issues within
organization.
7.6 Knowledge of insurance principles, coverage, service parameters in: family planning,
immunizations, HIV/STD's, communicable diseases, substance abuse and environmental
health.
7.7 Ability to motivate subordinates, maintain employee moral, and create an effective and
harmonious work environment.
7.8 Financial management, computer, analytical and forecasting skills.
7.9 Strong leadership, management, organizational, planning and negotiating skills.
7.10 Professional grant and report writing.
8.0 WORK ENVIRONMENT
8.1 The noise level in the work environment is usually moderate.
This job description does not constitute an employment agreement between the employer and
employee, and is subject to changes as the needs of the employer and requirements of the job
change.
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