Job Title: Administrative Officer
Department: Tohono O'odham Nation Health Care (TONHC)
Division: As assigned
This position aims to serve as the Administrative Officer to conduct daily administrative and management activities as outlined below and perform duties relating to Health Center’s finance, budgeting, and personnel.
Scope of Work:
This position is located at each of the Health Centers on the Tohono O’odham Nation. These satellite clinics provide medical, dental, optometric, behavioral health, social services, laboratory, medical imaging, and public/community health services to primarily the people of the Tohono O’odham Nation. The incumbent works under the Chief Executive Officer (CEO), who outlines the incumbent’s responsibility and authority scope.
Essential Duties and Responsibilities: (Depending on the area of assignment, an incumbent may not be required to perform some of the duties listed below):
- Serve as the Administrative Officer at each of the Health Centers.
- Provides administrative support for the indirect patient care services needed to administer quality patient care services in an ambulatory care setting.
- Assist the CEO in policy setting, planning, organization, and administration of a comprehensive health services program to include, but not limited to, an entire program and has supervisory responsibility for Health Information Management Services, Patient Benefits Coordinator, and Property and Supply Services.
- Administer programs and services per Joint Commission regulations, policies, procedures, and TONHC guidelines.
- Assists the CEO to establish internal policies and controls all programs and activities, best benefiting the surrounding political districts.
- In consultation and coordination with the CEO, recommends and initiates program improvements and modifications to meet the beneficiary population's changing needs.
- Directly supervises a Supervisory Medical Records Administrator (who oversees the following HIM team: Medical Records Technician (coder); Patient Benefits Coordinator (Business Office); Medical Records Technician; Medical Records Technician (Patient Registration); coordinates the work of the Property and Supply Technician for GSA vehicle maintenance, property inventory, ordering supplies, and vehicle reports as needed.
- Maintains close liaison with the Human Resources office to ensure all actions are processed expeditiously and provide additional information and documentation to effect actions.
- Assists and reviews the budget submission.
- Monitors and assists the CEO in budget administration.
- Assist with establishing priorities and ensuring those supplies, equipment, and other critical items needed to administer quality patient care are available.
- Advises program managers regarding budgetary concerns such as projected shortfalls or unanticipated financial needs.
- Provides input and recommends modification for improvement based on in-depth program analysis, funds expenditures, and organization spending plans with justifications prepared as appropriate.
- Assists, monitors, and processes inter/intra-agency agreements and direct funding citations, ensuring funds do not exceed budget authority levels and documents are accurately and effectively processed.
- Using the proper and established guidelines completes and ensures funds transfer between the organization’s program areas and object classes.
- Assists with developing allocation reports and reviews and analyzes monthly budget data to monitor and modify spending as necessary.
- Maintain the Tohono O’odham Nation Health Center’s commitment register to assist in the internal budget review and procedures to assure adequate funds for direct patient care and ancillary patient care items.
Assurance of Standards and Regulations:
- Assist the CEO in meeting standards and reporting requirements imposed by accrediting agencies, regulatory groups, and higher echelons within the TONHC.
- Develop and coordinate the health center's internal review to ensure clinical and administrative activities comply with accreditation requirements.
- Upon findings of deficiencies, recommends corrective actions where appropriate.
Knowledge, Skills, and Abilities:
- Knowledge of the Tohono O'odham culture, customs, and traditions.
- Knowledge of applicable federal, state, tribal laws, regulations, and requirements.
- Knowledge of different principles, methods, and techniques when reviewing the work.
- Thorough knowledge of the Nation and operations to accomplish substantial coordination with other activity operating elements.
- Skill in communicating with staff within the organization, other federal agencies, and the private sector to provide information, resolve problems and clarify issues.
- Skill in interaction with program managers and staff as well as support services.
- Skill in exchanging information, providing technical and regulatory guidance, presenting recommendations, and resolving administrative and budgetary problems.
- Ability to coordinate, integrate, and consolidate to produce services and work products (interlocking work).
- Ability to coordinate and integrate to produce completed products/services.
- Ability to assign work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and employees' capabilities.
- Ability to evaluate subordinates' work performance; give advice, counsel, or instruction to employees on work and administrative matters.
- Ability to interview candidates for positions in the unit; recommend appointment, promotion, or reassignment to such positions.
- Ability to hear and resolve employees' complaints, referring group grievances and more serious unresolved complaints to a higher level supervisor or manager.
- Ability to carry out minor disciplinary measures, such as warnings and reprimands, recommending other actions in more severe cases.
- Ability to identify developmental and training needs of employees and arrange for the needed development and training.Ability to find ways to improve production or increase the quality of the assigned work.
- Ability to develop performance standards.
- Bachelor’s Degree in health systems administration or related (business management, health science, etc.) and three years’ work experience in administration or management position or and equivalent combination of training, education, and work experience demonstrating the ability to perform this positon’s duties.
- Three years of supervisory experience.
Licenses, Certifications, Special Requirements:
- Must obtain a HIPAA Certification within six months of hire.
- Must obtain an Arizona Notary Public Commission certificate within six months of hire.
- Upon recommendation for hire, a criminal background and a National FBI fingerprint check are required to determine suitability for employment, including a 39-month driving record.
- May require possessing and maintaining a valid driver's license (no DUIs or major traffic citations within the last three years).
- If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
- Based on the department’s needs, incumbents may be required to demonstrate fluency in both the Tohono O’odham Language and English as a condition of employment.
The work supervised is primarily administrative. However, the position requires substantial coordination and integration to produce completed products/services (interlocking work).
This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.