What are the responsibilities and job description for the Manager, CSS Finance/Support Services position at the Chickasaw Nation?
Manager, CSS Finance/Support Services - 16486
Ada, OK | Administrative | Full Time
Posted today | | Apply before February 17, 2025
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Description
We are currently looking for a Full Time Manager, CSS Finance/Support Services to join our Child Support Services Finance Team team located at the Colony Building.
Summary:
Assists the director in developing, coordinating and supervising all areas and implementation of the child support services finance team and child support services team. Manager leads and motivates the customer service team and oversees all aspects of incoming applications for services, developing trust and respect with customers and creating customer satisfaction goals. Additionally, leads and motivates the finance team and oversees all aspects of customer finance records, including records of payments, disbursements, and auditing.
Responsibilities:
- Coordinates with the Child Support Services (CSS) director in the development, implementation, and progress of goals and objectives for the program in alignment with the overarching goals of the department and the Chickasaw Nation (CN)
- Exemplifies the desired culture and philosophies of the Chickasaw Nation
- Assists CSS director in the implementation of the U.S. Department of Health and Human Services, Administration for Children & Families, Office of Child Support Enforcement’s goals of locating parents, establishing paternity, establishing, and modifying orders and collecting support
- Plans, organizes, delegates, and is responsible for all ongoing service delivery and program initiatives within the CSS finance team and CSS support services team
- Ensures timely and effective customer service practices to streamline all customer service inquiries by both CSS finance team and CSS support services team
- Oversees incoming CSS applications and decisions related to acceptance or referral to other child support programs
- Oversees customer care provided by CSS support services team at front desk and to all telephone inquiries
- Oversees CSS support services team in building new cases on OSIS system
- Manages, confers, and plans with CSS support services team member, outreach and training specialist, for all office outreach initiatives and employee trainings
- Coordinates with the CSS’ director, contract attorney, other managers, and staff to ensure accurate and timely financial records submitted by CSS finance team on all child support cases
- Conducts regular financial audits for accuracy and compliance on records of payments prepared by CSS finance team
- Oversees CSS finance team for updated financial information on new and modified child support orders
- Monitors receipt and distribution of child support payments
- Leads CSS finance team in preparation of finance records for court cases
- Assists the director to ensure team compliance of the CSS tribal/state agreement within the CSS finance and support services team
- Ensure self and team competency and efficiency utilizing the Oklahoma Support Information System (OSIS)
- Assists the director in managing the development or revision of policies and procedures, guidelines, or plans related to CSS and/or the Department of Family Services (DFS)
- Ensures CSS finance team’s compliance with Publication 1075, Tax Information Security and Guidelines for tribal, federal, state, and local agencies, by performing mandated quarterly audits
- Ensures program reporting related to Child Support Services in a timely fashion, demonstrating accuracy
- Works collaboratively with leadership and team to ensure successful implementation of departmental, divisional and Child Support Services systems checks within the CSS finance team
- Must establish and maintain positive working relationships with all Chickasaw Nation departments and outside agencies
- With leadership approval, may speak to internal and external groups to provide standard program information or to serve as a resource on topics approved by the Secretary of Family Services
- Serves on and/or facilitates department meetings, conferences, committees, and/or workgroups as assigned
- Assists the director in identifying and making recommendations for process improvement and implements efficient solutions
- Plans, organizes, and directs office activities; monitors short- and long-term strategic goals
- Maintains confidentiality, security, and integrity of data and information
- Ensures all staff employees exhibit excellent customer service
- Handles moderately complex issues and problems and refers more complex issues to higher-level staff, direct supervisor or next level manager
- Assists with orientation, special activities and training on specific procedures, tasks or equipment
- Maintains files, logs, and records
- Ensures employees and resources complete assigned training and development
- Maintains knowledge of and enforce all laws, rules, regulations, policies and SOPs for assigned area, e.g. MICS, TICS, hospital standards, health codes, food sanitation, accounting principles, etc.
- Plans staff to meet operational needs
- Develops, communicates, monitors location- or function-specific procedures and guidelines
- Monitors and improves work performance of assigned teams as a whole and as individuals
- Meets operational goals by establishing productivity, quality and service standards, resolves operational problems and identifies work process improvements
- Serves as a member of the leadership team, providing input on overall strategic direction of the institution and serves on various committees
- Ensures all outcomes and deliverables meet organizational goals, objectives, and quality standards
- Provides first class customer service - courteous and helpful to all internal and external customer types
- Answers questions in a courteous and professional manner
- Partners with internal and external services as needed to ensure appropriate referral is made
- Greets and engages with a smile
- Determines needs, seeks positive experience and outcomes
- Completes all training and development requirements and participates in continuing education opportunities
- Works in a collaborative and supportive manner to support the productivity and safety of the work area, team members and customers of all types
- Maintains general upkeep of work area and maintains a safe environment
- Maintains and promotes professionalism
- Punctual and consistent in meeting start time, work schedule, attendance and other assigned work time metrics
- Adheres to Chickasaw Nation dress code standards
- Maintains knowledge of and follows all laws, rules, regulations, policies and SOPs for assigned area, e.g. MICS, TICS, hospital standards, health codes, food sanitation, accounting principles, etc.
- Performs all other duties as assigned
Competencies:
Essential:
- Ability to collaborate with and or coordinate efforts of others
- Ability to adapt to new technological environments
- Ability to prepare clear and concise role-specific reports
- Ability to accept criticism and constructive feedback
- Ensures compliance
- Maintains strict confidentiality in all matters
- Resolves conflicts among personnel, projects and schedules
- Must be able to exert analytical and critical thinking skill
- Delegates to appropriate personnel and follows-up to ensure required results and standards are met
- Must be detail-oriented
- Must be self-motivated
- Ability to work independently
- Honesty, truthfulness, reliability, accountability
- Able to read, understand, apply, and retain knowledge of Chickasaw Nation, departmental, divisional and all other rules, regulations, policies, procedures and guidelines
- Knowledge of industry best practices
- Knowledge of legal terminology and court procedures
- Knowledge of crisis evaluation and de-escalation tactics
- Knowledge of relevant privacy regulations such as The Privacy Act, Freedom of Information Act and Health Insurance Portability and Accountability Act (HIPAA)
- Basic project management skills, including communication, scope, and schedules
- Understanding of business fundamentals, processes, and documentation
- Knowledge and understanding of First American populations
- Ability to choose solutions to challenges and make informed decisions by collecting relevant information and data and considering multiple viewpoints, cost-benefit, core values, etc.
- Ability to multitask
- Establishes professional working relationships as appropriate
- Ability to plan, organize and follow through on assignments
- Interpersonal skills to motivate, investigate, inspire
- Writes effective communications with team, departments, guests and management
- Strong ability to write clearly, concisely, and accurately
Skills:
Essential:
- Basic Computer skills
- Must be flexible and be able to adapt to last minute changes
- Intermediate skill using Microsoft Office products
- Must be able to operate a computer and/or other equipment related to specific role (i.e. automated currency counters, calculator, projector, binding machine, other related office equipment)
- Excellent Phone Skills
- Skilled at presenting information in front of groups at all levels of hierarchy
- Accurately type 55 words per minute
Experience:
Nonessential:
- 3 years directly related experience with supervisory
Education:
Essential:
- High School, GED or Equivalent
Nonessential:
- Bachelors Degree in directly related field
Nonessential:
- Combination of experience, training, and certification may be considered equivalent
Credentials:
Essential:
- CN Core Leadership Level 1
- Pass general background check
- Standard Driver's License
Essential:
- Completion of level one Core Leadership Training within 12 months of the hire or promotion date
Working Conditions:
Essential:
- Works in an office setting
- May be required to deal with situations that are potentially dangerous
- Subject to traveling and working at other locations or in other environments
- May work evenings, weekends or holidays
- Sitting up to 100% of shift
- Standing up to 25% of shift
- Walking up to 25% of shift
- Repetitive motions
- Visual acuity for detail, distance, color, depth perception
- Listening and hearing ability
- Sometimes lift and or carry up to 30 lbs
- Pass pre-employment drug test
