Management Assistant I

Position Description This posting will be used to fill a Full Time, Permanent, Management Assistant I (Supports Planner) position. It is professional administrative management work in areas such as budgeting, procurement, personnel, records management, contract administration, office automation, and general office management. NATURE AND VARIETY OF WORK An employee in this class, working under the general direction of a higher-level supervisor, is responsible for providing on-going, comprehensive case management services for older adults and individuals with disabilities enrolled in various home and community based Waiver programs. This position will plan, coordinate, and implement Waiver Supports Planning programs and will be required to conduct home visits. This position is also responsible for maintaining client records, files, statistical data, client service budgets, and to prepare routine correspondence and reports. Provides services to new and existing home and community based care recipients according to state regulatory guidelines and protocols. An employee in this class works in an office environment, performing primarily sedentary work which does not involve significant exposure to hazards. Examples Of Duties And Knowledge, Skills And Abilities (Note: The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential job functions of all positions in the class.) Maintain a caseload of clients through completing timely comprehensive assessment submission; timely contacts and visits per service category; timely completeness of individual records and of individual plans of service; timely initial contact and visit; monitoring health services; maintaining medical assistance eligibility; timely level of care determination; reportable incident follow-up; monitoring outcome and goal progress; accurate and timely documentation of person related activities. Coordinate the Plan of Service of service specifying preferences, supports, outcomes and services for each assigned individual. Locate, recommend, and coordinate services to help individuals achieve their goals. Monitor identified supports and services to determine individual’s satisfaction with services, and quality of services, addressing concerns as necessary. Work cooperatively with individuals, families, service professionals, and others to ensure that necessary supports and services are located and implemented. Complete other administrative duties as required. Effective oral and written communication skills. Prepares special reports, conducts surveys and collects information on administrative problems, analyzes findings; prepares and recommends solutions; drafts new and revised administrative policies and procedures. Analyzes, monitors and maintains budget/financial reports; prepares budget recommendations after obtaining information from various offices; identifies, corrects or alerts management to problems or errors. Reviews and drafts replies to correspondence. Organizes and maintains personnel, financial, statistical, purchasing and other agency records. Receives, investigates and, if possible, resolves complaints and inquiries from employees or the general public. Establishes work priorities and coordinates them to meet deadlines and ensure an efficient workflow throughout the office. Provides orientation and assistance to new employees in the office to acquaint them with established practices and procedures. Prepares and monitors contracts to ensure they are written correctly; authorizes payments and ensures that terms of the contract are met. Acts as agency liaison with the Office of Personnel concerning various personnel issues. Designs forms and office procedures to facilitate the accomplishment of work activities. Performs related duties as required. Knowledge, Abilities, And Skills Considerable knowledge of the principles and practices of public administration. Considerable knowledge of organization and office management. Knowledge of the methods and techniques of budget preparation and financial reporting methods for capital project management. K nowledge of the department's organization and functions; knowledge of other county offices' functions that impact on departmental operations. Ability to assume responsibility for special assignments and to perform them in accordance with minimal instructions. Ability to develop policies and procedures. Ability to evaluate policies and procedures and to recommend improvements. Ability to establish and maintain effective working relationships with others. Ability to communicate effectively, orally and in writing. Minimum Qualifications Education: Graduation from an accredited four-year college or university with major course work in public or business administration or a related field. Experience: One (1) or more years of experience in office management or another specialty area related to the specific position, such as office administration, records management, budgeting, etc. NOTE: Accredited University or College is the recognition from an accrediting agency that an institution maintains a certain level of educational standards. The U.S. Department of Education maintains a database of accrediting agencies it recognizes for schools within the United States. For a University or College outside the United States, the applicant must provide documentation of accreditation and educational equivalency, which can be accomplished through a credential evaluation service. Applicants with a foreign degree must provide this documentation upon the close of the announcement. Supplemental Qualifications Candidates who possess the following preferred qualification(s) will receive preference: One (1) or more years in case management.