Operations Manager - Medical Examiner Office

Closing Date: 2/18/2025 or upon the receipt of the first 50 application submissions.    Operations Manager Medical Examiner Office Annual Salary Range: $86,465.60 – $129,688.00 Job Summary: The Operations Manager is responsible for assisting the Chief Medical Examiner and the Deputy Chief Medical Examiner with daily operations of the Milwaukee County Medical Examiner’s Office and Toxicology Laboratory. Provides guidance, support, and direction to administrative staff of the Medical Examiner’s Office. Helps to ensure centralized administration functions are delivered effectively and in accordance with MCMEO’s organizational structure.  Serves on the Department’s leadership team to oversee the performance, efficiencies, and satisfaction of constituents, stakeholders, and employees.  This position oversees the financial processes of the department including budgeting, reporting, and auditing, to ensure compliance with all County ordinances and Wisconsin State Statutes as well as strategic planning, grant writing, budget preparation and compliance, receivables/payables. The Operations Manager communicates with the media and is responsible for release of information according to Wisconsin Open Record Law. If required represents the Medical Examiner’s Office at the County Board meetings and other public meetings.   Job Duties: Help to ensure centralized administration functions are delivered effectively and in accordance with MCMEO’s overall organizational structure. Ensure the Medical Examiner’s Office processes remain legally compliant, and all operations are carried out in an appropriate, cost-effective way. Supervise the administrative division of the office, including managing, hiring, firing, discipline, evaluation, and staffing. Approve and monitor timecards for administrative staff and contracted staff.  Monitor employee time entrees for compliance and accuracy.  Approve or deny submitted time-off requests to ensure coverage of necessary duties.  Interprets and ensures employee compliance with work rules, work expectations and rules set forth in Milwaukee County Employee Handbook. Represent the office at Civil Service hearings, unemployment hearings, and other disciplinary functions. Participate in accreditation process of the Medical Examiner’s Office by the National Association of Medical Examiners (NAME) including annual reporting to the Inspection and Accreditation Committee. Prepare detailed annual report consisting of statistical data and analysis required by the NAME and distribute the report to various entities, including elected officials, interested parties, general public, and decision makers in the public health community. Interact and facilitate departmental interactions with Federal, County, State, and Local agencies, Criminal Justice Partners, Public Health partners, Funeral Home partners, and private sector organizations as needed. Monitor daily cases for referral to various agencies including infectious disease deaths, pediatric deaths, elder fatalities, suspected drug deaths, suicides, homicides, etc. Monitor environmental deaths for dissemination to public health entities charged with safeguarding vulnerable populations. Participate in various community reviews regarding homicide, overdose fatalities, suicide, pediatric, elder fatalities, and other vulnerable populations. Write subpoenas and court orders regarding specific death investigations and coordinate judicial authorization for execution of said court orders. Coordinate monthly administrative meetings including scheduling, agenda, and overview of the meeting minutes.  Coordinate scheduling monthly in-service staff trainings, to include topics covered, speaker arrangements, and logistics. Site Administrator for Epic medical records and liaison for medical staff with Froedtert and Aurora electronic medical record systems. Coordinate decedent transfers to Milwaukee Area Technical College Funeral Director Science Program for embalming according to office policies and Wisconsin State Statutes. Identify and coordinate the respectful disposition of unclaimed decedents for cremation and/or burial according to office policies and Wisconsin State Statutes. Coordinate facilities related issues for the physical infrastructure with IT (security), and maintenance Responsible for accounting, budgeting, strategic planning, and marketing of the Milwaukee County Medical Examiner’s Office and Toxicology Laboratory. Ensure that accounting activities are performed in accordance with all applicable statutes, ordinances, rules, policies and generally accepted accounting principles. Responsible for general accounting, financial reporting and forecasting, budgeting, accounts payable and accounts receivable services.  Analyze financial and operational information and use SHERPA and Infor systems to input, review, analyze and modify budgetary needs during the fiscal year including reporting, preparing receipts of revenue (ROR), and support MCMEO’s financial, procurement, and human capital management information Write proposals to secure funding from government or private sources.  Monitor and support grant funded opioid social worker positions through the Medical College of WI and Department of Health and Human Services. In conjunction with the Chief Medical Examiner, coordinate and act as spokesperson for all media contacts and represent the Medical Examiner’s Office at various functions and meetings.  Act as a liaison between the agency and the public while developing and implementing communication plans for emergencies and non-emergencies.  Ensure compliance with all Open Record laws, and respond, redact, and comply with information requests from various entities. Prepare, negotiate, and manage contracts including service agreements, vendor agreements, price agreements, bid specifications, statements of work, partnership agreements, amendments, and related legal agreements.  Initiate payment of all contracts, and monitor compliance, funding, and product. Body Transport Contract:  Continuously monitor contract including quarterly vehicle inspections for compliance with RFP terms and agreements.  Document said inspections and non-compliance issues for continual improvement of service. Market and leverage the revenue producing functions of the Medical Examiner’s Office to other governmental entities to increase funding for the office to offset reliance on tax levy. Manage the purchasing and receivable functions of the office, including case management software billing and Infor.  Responsible for the oversight of approximately $3.2 million in receivables. Prepare year end accruals using Infor system in accordance with Generally Accepted Accounting Principles.  Coordinate/monitor and facilitate receivables from funeral homes for compliance with death certificate, cremation permit, and body transport fees.  Cultivate relationships for positive interactions with funeral homes to maintain continued compliance with collection of fees owed to the Medical Examiner’s Office.  Coordinate with Corp Counsel, Department of Audit, and Treasurer’s Office to collect delinquent fees owed to the office. Conceptualize theme ideas, topics and speakers, plan budget, book venue, liaise with customers and vendors, manage logistics, coordinate continuing education with various agencies including submitting documentation for approval, and present post-event reports for accrediting agencies. Assist fellows with administrative tasks, manage fellow stipends and other budgetary needs, execute contract with the Medical College of WI. Develop, implement, and maintain the Department’s Emergency Preparedness Plan, including Continuity of Operations.  Maintain up-to-date knowledge of emergency management best practices to inform emergency preparedness programs and coordinate with local, state and federal authorities regarding planning, implementing and maintaining emergency response functions.  Participate in training exercises as needed and develop communication and response plans in the event of an emergency or a global pandemic. Prepares job description, functions, recruitment, hiring, supervising and evaluation interns through various Universities, including internship for classroom credit, and work study programs.  Participate in teaching/coordinating Forensic Science class at UW-Milwaukee through the Department of Anthropology.  Minimum Qualifications: Current resident of the state of Wisconsin A valid state of Wisconsin driver’s license at time of hire and maintained throughout employment. Advanced knowledge of all related computer and software applications, such as word processing and spreadsheets.. Bachelor’s Degree in Management, Business Administration or related field required At least five (5) years of experience in an Administrative, business administration, or related setting required At least five (5) years of experience supervising/managing a team of employees and/or resources required. Advanced knowledge of Medical Examiner CME/Case Management System, OnBase, Dayforce payroll and training system, Infor – CloudSuite Financials, and Milwaukee County Facilities Work Order Submission Portal Advanced knowledge of Digital X-ray programs; ArtPix, Paxera Medicolegal Death Investigation or Funeral Services Experience required Knowledge, Skills, And Abilities: Leadership ability/skills Excellent communication skills Delegation Training and development Decision making Familiarity with business and financial principles Experience budgeting and forecasting Outstanding organizational skills Performance management Requires criminal history check – felony and some misdemeanor convictions would be barrier to employment.   NOTE:  This ORIGINAL APPLICATION is open to qualified residents of the State of Wisconsin at the time of application. Candidates need to submit a full account of their training and experience (i.e., by submitting an up-to-date resume or by fully completing the application) during the application process and may also be asked to take additional written or performance tests as part of the selection process.   APPLICANTS MUST POSSESS MINIMUM QUALIFICATIONS AT TIME OF FILING APPLICATION

Salary : $86,466 - $129,688