What are the responsibilities and job description for the PROGRAM ADMINISTRATOR (HEALTH SERVICES) position at McLennan County, Texas?
Position Summary
The Program Administrator is a part of the Health Services team. The Program Administrator is responsible for interpreting and assisting in the implementation of the rules and regulations for all Health Services programs, reporting on the impact of multiple programs, providing information to county residents and agencies regarding program services, attending local and state meetings pertaining to the program rules and regulations, preparing reports for State and County purposes. Assists in the support of all health and human services programs to assure compliance with applicable federal, state, local laws and policies, assists in budget preparation and use, and the support of personnel consistent with the needs of the program components. Performs other administrative duties or special assignments, as directed by the Health Services Director.
Essential Functions
ESSENTIAL JOB FUNCTIONS
Program Planning, Implementation and Monitoring
LIMITATIONS AND DISCLAIMER:
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.
Program Planning, Implementation and Monitoring
- Support and assist the Director with planning, developing, and implementation of programs, projects and initiatives.
- Support and assist with ensuring initiatives meet their objective, timeliness, and budgets, ultimately contributing to the success and enhancement of the overall function of the Health Services department
- Monitors compliance with program guidelines, statute and policy
- Collect, analyze, and interpret program data in order to inform program planning and decision making
- Coordinate with internal and external stakeholders, including staff, clients and community partner
- Participate in committee and working group obligations and community outreach events
- Facilitate communication and collaboration among team members
- Provides information and forms to the public and assists in the completion, collection, and processing of applications
- Maintain records, files and databases
- Assist with managing the department budget and tracking expenditures.
- Assist with preparing periodic/annual financial reports, departmental budget analysis, research, development and preparation.
- Enter requisitions and purchase orders, orders department supplies and manages inventory. Verifies documentation such as purchase orders, vouchers, invoices and apply the appropriate approvals.
- Coordinating work duties, personnel, conducting employee meetings, assisting personnel with duties as needed.
- Supports Eligibility Specialists and other departmental staff as needed to maintain department responsibilities and functions.
- Maintains and inputs payroll time sheets, ensures compliance with County policy.
- Maintains and updates department website and social media accounts.
- Train and guide new employees and all other staff as needs are identified.
- Support and assist in employee engagement initiatives and team building activities.
- Assist with assigned McLennan County Children s Protective Services Board duties (tentative).
- Maintains and updates department policy, procedures, and inventory records.
- Assist with assigned Local Provider Participation Fund responsibilities
- Develops, conducts, and/or acquires training regarding state and federal standards, laws, department policies and procedures for all staff.
- Handles complaints and facilitates communication to settle disputes, resolves grievances and seeks solutions for issues identified.
- Plans, prepares and proofreads a wide variety of presentations, documents, detailed logs, records, including general correspondence, reports, memoranda, and statistical records for internal and external distribution, checking for accuracy and identification of discrepancies
- Responsible for learning and maintaining in depth knowledge of Chapter 61 of the Texas Health and Safety Code, the County Indigent Health Care Program (CIHCP) Rules, and CIHCP Handbook in order to accurately determine eligibility for the County Indigent Health Care Program
- Responsible for learning and maintaining in depth knowledge of Chapter 694, Title 8 Subtitle B of the Texas Health and Safety Code in order to accurately determine eligibility for the Pauper Cremation Program
- Prepares and develops department forms, letters, reports and other documents, using a variety of programs including but not limited to Word, Excel, Power Point and designated software systems
- Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution
- Organizes the department s calendar, schedules and coordinates appointments, meetings, workshops, and presentations
- Regular attendance and timeliness are required
LIMITATIONS AND DISCLAIMER:
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.
Minimum Requirements
EDUCATION:
Required:
SKILLS ~ EXPERIENCE:
Required:
3 years' experience in a project/program/office coordinator role, or program/project leadership
DISCLAIMER: McLennan County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudications in the past seven years and may include credit reports, motor vehicle records, employment records, and educational attainment. A conviction or deferred adjudication is not an automatic bar to employment. Each case is considered individually.
All Employees
oMust be committed to achieving excellence in assigned duties, always in service of the county and community
oMust have ability to earn and keep the trust of fellow employees and the community at large
oMust be approachable and ready to help fellow employees and the general public
Required:
- Associate's Degree in Business Administration, Public Health, Communications, Sociology, Psychology, Social Work or related field; in lieu of associate s degree a minimum of 2 years' related experience plus the years of experience required below
SKILLS ~ EXPERIENCE:
Required:
3 years' experience in a project/program/office coordinator role, or program/project leadership
- Self-starter with exceptional organizational, communication (written and verbal), and interpersonal skills
- Requires strong computer (PC) skills and the ability to operate all standard office equipment
- Proficient with Microsoft 365 applications including Word, Outlook, OneDrive, Forms and other related programs is preferred. Proficiency with Excel is required.
- Previous social media and website creation and maintenance experience
- Ability to listen to clients, elicit, relate and evaluate information and interpret terms
- Ability to read, understand, and apply a variety of interrelated instructions, such as those found in guidelines, regulations and policies
- Expected to conduct self in a way that sets you apart by being an example and encourages a culture of excellence with commitment to quality
- Ability to be detail-oriented with strong analytical, problem-solving and time management skills
- General knowledge of basic arithmetic, algebra and statistics including add, subtract, multiply, divide, interest, decimals and percentages
- General knowledge of community organizations, agencies and facilities related to entitlement programs
- Exceptional skill in establishing and maintaining effective working relationships with County staff, service organizations, and the general public
- Thorough understanding of the importance of confidentiality and non-disclosure according to the general standards set forth by HIPAA
DISCLAIMER: McLennan County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudications in the past seven years and may include credit reports, motor vehicle records, employment records, and educational attainment. A conviction or deferred adjudication is not an automatic bar to employment. Each case is considered individually.
All Employees
oMust be committed to achieving excellence in assigned duties, always in service of the county and community
oMust have ability to earn and keep the trust of fellow employees and the community at large
oMust be approachable and ready to help fellow employees and the general public
Supplemental Information
ENVIRONMENTAL FACTORS: Individual works indoors in well-lighted, air-conditioned office. Position may require travel to meetings, conferences and workshops as a representative of the County.
PHYSICAL DEMAND REQUIREMENTS:
HOURS / SPECIAL CONDITIONS: The position schedule is 7:30 a.m. to 6:00 p.m., Monday to Thursday.
PHYSICAL DEMAND REQUIREMENTS:
- Frequent sitting, standing, bending and walking
- Includes a small amount of light-lifting (30-40 lbs.) and carrying up light loads for distances of up to 120 ft.
- Continuous reading and communicating both on the telephone and in person
- Continuous use of the computer and keyboard
HOURS / SPECIAL CONDITIONS: The position schedule is 7:30 a.m. to 6:00 p.m., Monday to Thursday.
McLennan County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudications in the past seven years and may include credit reports, motor vehicle records, employment records, and educational attainment. A conviction or deferred adjudication is not an automatic bar to employment. Each case is considered individually.
