HHS Operations Manager - South

POSITION TITLE: Operations Manager – Vancouver & Longview
DEPARTMENT: Health and Human Services (HHS) - Administration
LOCATION: Vancouver and Longview, WA (ONSITE)
REPORTS TO: Operations Director - HHS
FLSA STATUS: Exempt
SALARY RANGE: $105,664.00 - $126,776.00 DOE

Open until filled, first review date: 3/24/25

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered preference in hiring, please upload documentation with your resume and cover letter. Acceptable documentation includes Tribal Enrollment card, a letter from your Tribe stating your enrollment, or BIA 4432 and/or DD214.***

Position Summary:

This position will be responsible for supporting consistency in the day-to-day operations, optimizing workflows, ensuring regulatory compliance, and fostering a person-centered environment. This is a critical role that requires strong leadership, organizational, and interpersonal skills, as well as a deep commitment to providing quality services to the Cowlitz Tribal community. Maintains professionalism in all interactions with internal and external stakeholders. Adheres to HIPAA and confidentiality requirements. Honors and represents the mission, vision, and values of the Cowlitz Indian Tribe (CIT) and of the HHS department.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Supervises operational staff at multiple sites that support department operations.
• Maintains schedules and ensures proper coverage of all areas related to daily building operations.
• Work with Operations team to develop and implement strategic plans, policies, and procedures to optimize building operations across all HHS programming, enhancing efficiency, and improving outcomes.
• Hires, trains and supports staff in all areas and functions of their position.
• Plans, organizes, assigns, and evaluates work assignments of staff.
• Ensures compliance with all applicable federal, state, and tribal regulations, including those related to patient confidentiality (HIPAA).
• Implements consistency in HHS department operational workflows, operational procedures and best practices.
• Addresses and resolves informal client complaints related to operations.
• Participates in quality assurance and quality improvement efforts to include accreditation preparation, planning, projects, and safety drills.
• Working with the Operations team within HHS, develops and maintains Standard Operating Procedures for all operations activities.
• Collects data and develops reports on operations performance metrics including financial information to help improve program efficiency.
• Assists with the coordination of the Medicaid Administrative Claim Study; coordinates and/or directs the preparation of cost reports and related documentation.
• Works in partnership with the Operations Director to ensure funds for HHS operations are adequate.
• Oversee annual budgets for operations at designated HHS sites.
• Participates in meetings to ensure working knowledge of programs, updates, department events, and assigned projects and tasks.
• Assists with training and support of all operational systems used by HHS, including patient and client registration, telephone system, communication devices.
• Ensures new staff have necessary office furniture and equipment.
• Coordinates with Public Works Department to maintain and improve the building and surrounding lands; including but not limited to work orders, tracking procedures, maintenance, office relocations, building access and fleet management.
• Implements changes in safety protocols and procedures.
• Contributes to the creation of an inclusive environment that supports collaboration to achieve shared goals
• Assists the Operations Director with coordination for all CIT Tribal Assisters to ensure staff has the knowledge and expertise needed to deliver accurate and beneficial assistance to the community.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of traditional form of government and tribal customs and traditions.
• Knowledge of basic medical terminology preferred.
• Knowledge of patient registration and Healthcare and Human Services operational practices preferred.
• Knowledge of policies and procedures related to HIPAA, Medicare, Medicaid and insurance programs.
• Skill in operating various word-processing, spreadsheet and database software programs in a Windows environment including electronic health care systems.
• Skill in communicating effectively in a respectful and solution-focused manner.
• Ability to maintain confidentiality.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle and complete multiple tasks and meet deadlines.
• Ability to exercise independent judgment.

Minimum Qualifications:

• Bachelor’s degree in business administration, health administration, public administration, or related field.
• Three years related administrative experience in a health setting as an office manager
• One year of supervisory experience
• A combination of relevant education and related work experience may be considered.
• Valid driver’s license is required when driving vehicles for work-related purposes.
• Must be able to successfully pass a background screening / investigation according to the established requirements below.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Background Investigation Requirements:

• Pre-employment drug screen.
• Reference checks, education and employment verification.
• Federal, state, and/or tribal criminal history and sanction checks including fingerprint verification.
• Has not been found guilty of, charged with, received a deferred sentence, received a conditional discharge of, or entered a plea of not contest to, or entered a plea of guilty to any one felony or misdemeanor crimes of violence, sexual assault, molestation, exploitation or sexual contact; prostitution; or crimes committed against person(s) or children.

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit, stand, walk, and reach with hands and arms. The employee regularly is required to talk and hear, and use hands to handle, touch, and feel various objects. The employee is occasionally required to lift up to 20lbs. Specific vision abilities required by this job include close vision and clarity of vision at long distance.

Work Environment:

Work is generally performed in an office/clinical setting with a moderate noise level. Employee may be exposed to unpleasant odors, bodily fluids, blood borne pathogens and infectious disease. Situations occur where PPE (personal protective equipment) is needed. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common.

Salary : $105,664 - $126,776