Office Manager

Minimum starting salary: $22.23/hour actually wage dependent upon qualifications

The Health Department Office Manager plays a vital role in maintaining the efficient financial, administrative, and operational functions of the Geary County Health Department. This position is accountable for overseeing billing processes, tracking grant expenditures, and providing clerical support while ensuring high-quality customer service for clients and the public. Key responsibilities include financial reporting, managing insurance and Medicaid billing, and coordinating administrative activities to support departmental operations. Independently performs tasks which requires initiative, judgement, discretion, and advanced organizational and planning skills. The work involves more difficult and complex administrative support assignments. The position provides strong leadership, guidance, and full supervision for office procedures.

DUTIES AND RESPONSIBILITIES

Ensures the work is performed in accordance with standard policies and procedures, and accounting practices are in conformance with acceptable methods. Motivates and effectively delegates the work ensuring the department’s objectives are met. Collaborates with the Health Director to ensure department initiatives are met and participates in departmental administrative decisions.

The duties described below are indicative of what the Office Manager may be asked to perform. This position description is not designed to list all tasks and responsibilities of this position. Geary County reserves the right to revise or change job duties as the need may arise. Extensive knowledge of office procedures and marketing and promotion skills are necessary in this position. Work is performed under the direction of the Health Director with a substantial degree of independence.

ESSENTIAL FUNCTIONS:

1. Oversee accounts payable, ensuring proper expense allocation to grants.
2. Monitor department expenditures to maintain compliance with federal, state, and local funding guidelines.
3. Maintain and manage department records, correspondence, and reports.
4. Serve as a primary point of contact for the public, responding to inquiries and directing individuals to the appropriate resources.
5. Supervises office procedures to ensure smooth daily operations.
6. Track and monitor all department purchases and maintain purchase order (PO) records.
7. Manage electronic billing submissions for Medicaid, KanCare, and private insurance providers.
8. Prepare and submit financial reports, including monthly and quarterly statements for the state and the Board of Health.
9. Reconcile financial records with the County Treasurer and resolve discrepancies.
10. Establish and maintain vendor accounts for departmental services and supplies.
11. Process and apply payments while maintaining accurate financial records.
12. Provides input and assists in the preparation of the department budgets.
13. . Assist in scheduling and preparing for meetings, including compiling necessary materials.
14. Oversee document management, including verification, fee calculations, and processing.
15. Tracks and supervises the annual inventory process for the department.
16. Receives, reviews, and responds to complaints from the public, companies, and others to develop and maintain client relationships ensuring their expectations are being met and to understand their future needs.
17. Development, review, input, and retrieval of project financial data using project management/accounting system.
18. Must have and maintain a valid driver’s license and the ability to legally operate a motor vehicle in the state of Kansas.

MARGINAL FUNCTIONS:

1. Assists Director in the preparation and presentation of various projects to the Board of County Commissioners as assigned.
2. Acts as departmental supervisor in the absence of the Health Director.
3. Manages a high volume of phone calls, providing timely and professional assistance to clients.
4. Ensures front desk coverage as needed, greeting visitors and offering exceptional customer service.
5. Orders and manages supplies for the clinic and WIC departments, ensuring availability of necessary materials.
6. Conducts and/or coordinates new employee orientation and training for the department.
7. Attends meetings on behalf of the Director at his/her direction.
8. Provide clerical and administrative support for department projects and initiatives.
9. Performs additional duties as requested.

Supervision/Accountability:

This position often works independently but also completes projects with direct supervision from the Health Director. Works in coordination with other Health Department staff. Employee is directly responsible for departmental equipment and resources and directly participates in the annual budget process. Employee is responsible for daily record keeping for cost accounting purposes.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required at the time of hire and/or for the continuation of employment.

Education/Experience

• High School Diploma, GED, or equivalent required. Associate’s degree in Business, Finance, or related field preferred.
• Minimum of three (3) years’ experience in office management, bookkeeping, or administrative coordination required. Experience working with Medicare and KanCare billing systems, and familiarity with EHR/EMR software and database management preferred.
• Experience managing grants and financial reporting a plus.
• An equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES

Employee shall possess qualitative abilities including strong analytical skills, technical proficiency, and effective problem-solving skills. They must be willing and able to learn new concepts and techniques, be an organized team player with strong leadership, management, and excellent time management skills

• Ability to work independently with little or no supervision.
• Ability to analyze issues, resolve billing and financial discrepancies, and make sound decisions.
• Ability to utilize initiative and independent judgment.
• Ability to use discretion regarding confidential material.
• Ability to establish and maintain effective working relationships with associates and the public.
• Ability to demonstrate effective verbal and written communication.
• Ability to analyze, develop, establish and maintain efficient office workflow and administrative processes.
• Ability to analyze problems, identify alternative solutions, project the consequences of proposed action and implement recommendations.
• Ability to defuse high pressure, conflicting situations and maintain order with the added ability to deal tactfully with people.
• Ability to operate modern office equipment.

EQUIPMENT KNOWLEDGE REQUIRED

• Able to operate various types of equipment – standard office equipment, computer, and advanced knowledge of Microsoft Office software including Word and Excel, as well as the ability to learn and operate specific Health Department software and other applications.
• Other equipment could be required.
• Must have and maintain a valid driver’s license, and otherwise be able to operate a motor vehicle legally and safely in the State of Kansas.

PHYSICAL AND WORK ENVIRONMENT

The physical and work environments described are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• The duties of this job include physical activities such as stooping, kneeling, standing, reaching, walking, lifting and/or moving (up to 20 pounds), grasping, talking, hearing/listening, seeing/observing, and repetitive motions.
• Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus.

• Works primarily in an office setting, yet some off-site visits inside and outdoors is expected.
• Due to the volume, scope, and size of County operations, as well as the nature of public service required, full-time regular and dependable attendance is essential.

Salary : $22