Admin Asst IV- Medical Records Lead

This position provides front and back-office support for administrative service delivery at the various centers. Through the use of Microsoft Office software and the agency's electronic health record (EHR), performs duties that expedite the delivery of services within a behavioral healthcare environment. Performs duties pertaining to demographic and protected health Information data integrity in the electronic health record, and provides internal and external customer support. Performs auditing for quality assurance and troubleshooting errors and respond to stakeholders' requests for information and referrals. Supervises the CSB's medical records technicians and must remain aware of security protocols and standards. Enacts security procedures when required and provides services with integrity, friendliness, and in a professional manner. Protects individuals' confidentiality using existing state, local, and federal policies and procedures. Maintains expertise in several databases related to the EHR and revenue cycle management, as well as Microsoft Office software. This position may be required to work evenings. The hours can vary from 7:30 a.m. - 8:00 p.m.

Functional areas: general administrative, medical records, and/or behavioral health

The CSB strives to create a work environment that facilitates professional growth by broadening your skill base with extensive training and development, modeling best practices in employee relations, employee recognition programs and advancement opportunities along with providing a highly competitive wage and benefits package. Since 1969, the Fairfax-Falls Church Community Services Board has served individuals of all ages who have mental illness, substance use disorders, serious emotional and/or developmental disabilities. Our vision, aligned with the goals of One Fairfax, is that everyone in our community has the support needed to live a healthy, fulfilling life. Fairfax County is a dynamic and diverse community spanning over 400 square miles. With over 1.2 million residents, Fairfax County is the most populous jurisdiction in Virginia. Operating as part of Fairfax County government's human services system the CSB provides a wide array of services offering opportunities for career growth and advancement.

Note: To learn more about careers that make a difference, watch our video "CSB Celebrates 50th Anniversary of Providing Care."

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

General Financial Duties

• Recommends changes to agency/work unit administrative policies, procedures and methods;
• Uses existing spreadsheets and databases to interpret and organize resource information;
• Provides customized reports to analysts or others in the unit.

• Approves and authorizes accounts through corporate system;
• Monitors external accounts and resolves discrepancies;
• Reviews and reconciles status reports.

• Researches and recommends equipment/vendors and prices;
• Determines substitutes for supplies and low value equipment;
• Verifies the accuracy of and updates the department equipment and/or fixed asset inventory;
• Authorizes requests for goods and services in corporate system;
• Monitors contract compliance (e.g., expirations, payment terms, costs);
• May act as procurement card manager.

• Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature;
• Coordinates data collection and provides information to others including executive/work unit head;
• Explains policies of the functional area (e.g., purchasing, travel, and leave).

• Performs/supervises several administrative functions (e.g., records management, reception);
• Manages a small work unit;
• Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed);
• Notifies relevant individuals of work progress and inquires as to its status.

• Develops filing systems (paper and/or electronic);
• Develops internal mailing processes and procedures;
• Prepares non-routine responses to correspondence;
• May supervise general administrative functions.

• Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures;
• Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.

• Develops macros;
• Creates and maintains databases;
• Generates unique reports;
• Creates complex spreadsheets for work unit;
• Diagnoses and resolves simple software/hardware problems;
• Maintains Web pages;
• Designs and lays out publications using specialized software packages;
• May supervise.

• Prepares routine reports and statistics based on information compiled from various sources;
• Determines report format and elements.

• Prepares and/or supervises preparation of complex payroll (e.g., shift differential, overtime, multiple grants, 56 hour workweek, FLSA).
• Researches payroll issues (e.g., overtime, leave hours).
• Interprets policies & procedures.

• Initiates the full range of processing for complex personnel actions;
• Conducts new employee orientation within assigned agency, including notifying employees of Period of Initial Eligibility and the importance of compliance;
• Counsels employees on basic benefit questions;
• Uses Human Capital Management Enterprise Resource Planning system regularly to process departmental HR transactions;
• Updates job descriptions using information obtained from employee, supervisor, evaluations and samples;
• Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource (e.g., DHR);
• Completes job recruitment packages including drafting advertisement language for non-professional job announcements;
• Serves as liaison between supervisor/manager and HR regarding routine personnel actions;
• Advises supervisor and provides information regarding HR policies and procedures.
• Prepares diversity report.

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

Knowledge and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides;
Position may require knowledge of basic principles and methods of a technical or professional field.

Math Skills
Basic math skills.

Word Processing/Typing
Intermediate skills in use of applicable Microsoft Office Word.

PC Skills
Intermediate skills in the use of applicable Microsoft Office Suite software;
Intermediate skills in the use of agency specific software applications.

Communication
Ability to communicate well through written and oral means.

Information Abilities
Ability to gather, integrate, and analyze simple data.

Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external and internal contacts.

Purchasing and Accounting
Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least five functions.

Personnel and Payroll
Ability to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, create a PCF, determine cost center codes, etc.).

Executive Assistance
Ability to maintain confidentiality and be sensitive to political issues.

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and three years of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, a Child Protective Services Registry check, and sanction screening to the satisfaction of the employer. A TB screening upon hire. Applicants and employees within these select positions must demonstrate financial responsibility in personal finances as a condition of employment.

PREFERRED QUALIFICATIONS:

• Demonstrated proficiency with Microsoft Office computer software, especially Word, Excel and Outlook.
• Experience with electronic health records systems and with HIPAA rules and regulations.
• Experience working in a behavioral health care setting.
• Experience providing direct customer service.
• Supervisory experience preferred.