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ADMINISTRATIVE SUPERVISOR 2

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ADMINISTRATIVE SUPERVISOR 2

Salary

$2,732.00 - $4,682.00 Monthly

Location

Alexandria, LA

Job Type

Classified

Job Number

208692

Department

LDH- Central Louisiana Human Services District

Opening Date

05/16/2025

Closing Date

5/26/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

About this Job

CENTRAL LOUISIANA HUMAN SERVICES DISTRICT

CLHSD oversees delivery of mental health, substance use and intellectual and developmental disability services in our 8 parish area: Avoyelles, Catahoula, Concordia, Grant, LaSalle, Rapides, Vernon and Winn.

Selected Preferred Competencies:

+ Accepting Direction:The ability to accept and follow directions from those higher in the chain of command.

+ Communicating Effectively:The ability to relay information correctly and appropriately to connect people and ideas.

+ Focusing on Customers:The ability to serve the needs of those who support and/or rely on the services provided.

+ Following Policies and Procedures:The ability to comply with policies and procedures of the organization as well as State Civil Service rules, and all applicable federal and state laws.

+ Influencing Others:The ability to have an intentional effect on aligning stakeholder opinions and behaviors with the goals of the organization.

+ Leading Change:The ability to initiate, manage, influence, and evaluate change.

+ Leading Effective Teams:The ability to guide and motivate a team to create, plan for, and achieve goals.

+ Managing Conflict:The ability to recognize and navigate disagreements in a rational, unbiased, and productive way.

+ Managing Performance:The ability to direct and to evaluate the work of employees.

+ Training Others:The ability to facilitate the acquisition of work-related knowledge and skills in an effort to improve employee performance.

Minimum Qualifications

Three years of experience in administrative services.

EXPERIENCE SUBSTITUTION:

Every 15 semester hours earned from an accredited college or university will substitute for six months of the required experience.

Job Duties and Other Information

Job Duties:

The incumbent is responsible for the daily operations of the following departments at the Behavioral Health Clinic – Alexandria and Behavioral Health Clinic - Jonesville:

+ Reception/Centralized Scheduling

+ Intake/Fee Assessment

+ Children Services

This position plans, develops, organizes, implement and direct day-to-day functions of the two clinics and its programs and activities to insure compliance, efficiency and patient satisfaction.

Is responsible for the efficiency of the Centralized Scheduling of multiple behavioral health clinicians, assessing and routing phone calls and collecting demographic information for clients at the Alexandria Clinic. This position is also responsible for the accuracy of the fee assessment services at the largest CLHSD clinic, which is directly related to the ability to collect self-generated revenue. The position provides support for Children’s Services by handling admissions, assisting with the mental health Cash Subsidy program, and working closely with the Children Services supervisor.

The position is subject to and is responsible for ensuring compliance with statutory guidelines (Medicaid, Medicare, Federal Block Grants, Affordable Care Act, HIPAA, etc.), CARF regulations, agency policies and procedures for billing activities and SOS Records rules and regulations.

Incumbent shall stay abreast of all new billing rules and regulations as well as policies and procedures of all third party payers, Clearinghouses, and Federal and State laws as they relate to Medicaid, Medicare, Private Insurance, Self-pay Clients and other responsible parties.

Essential Duties:

50%Reception/Centralized Scheduling: Provides direct line supervision to four (4) Administrative Coordinators who handle incoming phone calls, reception, appointment scheduling, updating demographic information, and perform necessary clerical duties for the reception process. Assist with the management of the appointment schedule, including scheduling appointments, staff leave, meetings, and conferences in electronic database. Monitors process and makes decisions to improve services for clients. Serves on work groups or management teams as needed to change processes or implement new initiatives such as the patient portal. Makes independent decisions throughout the day or consults with clinic manager as needed to deescalate situations, promote a welcoming atmosphere, provide referrals, and adjust the schedule to allow the most efficient access to care. Ensures that client’s needs are met promptly. Obtains and responds to requests for information. Assigns aftercare packets to a scheduler to complete scheduling process. Maintains log of Aftercare Packets and ensures all information is uploaded and appointments are made within 24 hours Serves as first line of support to schedulers and fee assessors before contacting the clinic manager.

Intake/Fee Assessor Department: Provides direct supervision to intake/fee assessor supervisor one (1) Administrative Coordinator 4 who manages the fee assessment department consisting of two Administrative Coordinator 3’s. Work closely and communicates daily with fee assessor supervisor (AC4) to address issues of scheduling, documents in EHR, issues with clients during fee assessments, cross training of schedulers and fee assessors.

Works closely with billing manager (Administrative Program Manager 1) to ensure fees are collected at the time of service rendered and that all information necessary for billing is correct and up-to-date. Ensures that client orientation is conducted thoroughly and that the appropriate forms are executed. Manages processes that result in current fee information is recorded with yearly updates required.

Cross Training:

Ensure proper cross training of job duties for all leveled administrative coordinators between scheduling department and fee assessing department for diversifying duties and expanding roles of administrator coordinator staff with the Alexandria clinic and the Jonesville clinic.

20%Children’s Services: Reviewing aftercare appointments from outside facilities for children’s services, and establishing them with their clinical care team. Ensuring all records are reviewed, uploaded, and prepared for staff per aftercare policy. Performing intake of all potential children’s mental health patients. Performing proper collection of chart information, and establishing them as pending clients with scheduled appointments.

Flexible Family Fund:

Responsible for the Flexible Family Fund Program for the Behavioral Health section of CLHSD.

Maintains the Flexible Family Fund Service Request List of approximately 27 active slots; with 25-30 names Flexible Family Fund request for Services waiting list of those children whose names were put on the request list (by post-marked date that their application was mailed in)

Responsible for new Cash Subsidy cases for eligibility determination process as Flexible Family Funds slots become available . Reviews all eligibility determinations documents completed for accuracy and completeness to ensure that a child has met or not met the eligibility criteria for participation in the Flexible Family Fund Program.

Reviews all information completed for entry into the Participant Services Database.

Reviews all agreements, amendments, and cancellations for completeness and accuracy to ensure that all information, especially the dollar amount of the agreement is correct.

Ensures the mailing of quarterly monitoring and Annual Parent Report to the responsible party of a child who is receiving Flexible Family Funds.

Reviews all annual eligibility documentation (current IEP, DD Checklist, and Universal Screening Instrument) relating to the child’s continuation of eligibility to receive Flexible Family Fund.

Reviews all documentation relating to any Flexible Family Fund appeal, and attends the appeal hearing when necessary.

Stays abreast of current rules and regulations and interprets all changes relating to Flexible Family Fund policy and procedures. Ensures Supervisor of Children Services is aware of changes.

Tracks Flexible Family Fund dates as it relates to number of current recipients, number of age outs/discharges, number of Flexible Family Fund slots unfilled, number of eligibility determinations, number of eligible/ineligible, and number of pending decisions.

Investigates and resolve problems with Flexible Family Fund payments. Corresponds with staff of Louisiana Family Services, Inc. to inquire on status of an individual’s payment, and if payment has or has not been received in the regular scheduled period. Request is made for a stop-payment/re-issue of payment, as needed.

20%Responsible for Voter Registration Declaration forms and Voter Registration cards. Maintains copies of Declaration forms. Compiles National Voter Registration Act (NVRA) quarterly reports

Serves as backup to scheduling and fee assessment departments.

Screens calls and walk-ins and refer to appropriate agencies as needed.

10%Accepts and performs other duties as assigned by supervisor or other management staff. Adheres to all rules, regulations, policies and procedures of Civil Service, LDH, and CLHSD.

Position-Specific Details:

This position will be located in our Behavioral Health Clinic in Rapides Parish.

Job #208692 Position #127595

This position utilizes diverse clerical, supervisory, and support skills under the supervision of the Mental Health Center Manager B.

The incumbent is responsible for the daily operations of the following department at the Behavioral Health Clinic-Alexandria and Behavioral Health Clinic-Jonesville:

+ Reception/Centralized Scheduling

+ Intake/Fee Assessment

+ Children Services

This position plans, develops, organizes, implement and direct day-to-day functions of the two clinics and its programs and activities to ensure compliance, efficiency, and patient satisfaction.

Is responsible for the efficiency of the scheduling of multiple behavioral health clinicians, assessing and routing phone calls and collecting demographic information for clients at the Alexandria Clinic. This position is also responsible for the accuracy of the fee assessment services, which is directly related to the ability to collect self-generated revenue. This position provides support for Children’s Services by handling admissions, assisting with the mental health Cash Subsidy program, and working closely with the Children Services supervisor.

This position is subject to and is responsible for ensuring compliance with statutory guidelines (Medicaid, Medicare, Federal Block Grants, Affordable Care Act, HIPAA, etc.), CARF regulations, agency policies and procedures for billing activities and SOS Records rules and regulations. Incumbent shall stay abreast of all new billing rules and regulations as well as policies and procedures of all third-party payers, Clearinghouses and Federal and State laws as they related to Medicaid, Medicare, Private Insurance, Self-pay Clients and other responsible parties.

This position may be filled as a:

+ Probational Appointment

+ Promotion (open to all statewide classified and agency wide permanent status employees)

Current permanent status classified state employees may be required to accept a Probational appointment if selected.

How to Apply:

Youmust include all relevant education and experience on your official State application.You must describe your actual duties as you will not be qualified based on job title alone.A resume upload will NOTpopulate your information into your application.

Work experience left off your electronic application or only included in an attached resume is not eligible to receive credit.

All prospective new hires are required to pass a drug screening and a criminal background check.

All prospective new hires will be subjected to employment eligibility verification via the federal government's E-Verify system.

Applicants will be asked to serve a probationary period of not less than 12 months and not more than 24 months.

No Civil Service test score is required in order to be considered for this vacancy.

To apply for this vacancy, click on the "Apply" link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.

*Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.*

For further information about this vacancy contact:

Shawanda Gordon

CLHSD / Human Resources Specialist

P. O. Box 7118, Alexandria, LA 71306-0118

[email protected]

Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity tomake a differencethrough public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career.

As a state employee, you will earn competitive pay, choose from a variety of benefits, and have access to a great professional development program:

Insurance Coverage More information can be found at https://info.groupbenefits.org/

Parental Leave– Up to six weeks paid parental leave

More information can be found athttps://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx

Holidays and Leave – State employees receive the following paid holidays each year:

+ New Year's Day

+ Martin Luther King, Jr. Day,

+ Mardi Gras,

+ Good Friday,

+ Memorial Day,

+ Independence Day,

+ Labor Day,

+ Veteran's Day,

+ Thanksgiving Day and Christmas Day.

***** Additional holidays may be proclaimed by the Governor

State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase.

Retirement – State of Louisiana employees are eligible to participate in various retirement systems (based on the type of appointment and agency for which an employee works). These retirement systems provide retirement allowances and other benefits for state officers and employees and their beneficiaries. State retirement systems may include (but are not limited to):

+ Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video (https://lasersonline.org/wp-content/uploads/2016/07/Your\_Retirement\_System.mp4) to give you more detailed information about their system

+ Teacher's Retirement System of Louisiana (www.trsl.org),

+ Louisiana School Employees Retirement System (www.lsers.net), among others

01

CE: Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas. 1= I have no experience and/or am uncomfortable communicating effectively 2= I have limited experience or require assistance to communicate effectively 3= I can communicate effectively

02

CE: Explain your rating by providing specific and relevant examples in the box below.

03

FC: Rate your ability to focus on customers based on our definition: The ability to serve the needs of those who support and/or rely on the services provided. 1= I have no experience and/or am uncomfortable focusing on customers 2= I have limited experience or require assistance to focus on customers 3= I can focus on customers 4= I can focus on customers and help others improve their ability to focus on customers

04

FC: Explain your rating by providing specific and relevant examples in the box below.

05

LC: Rate your ability to lead change based on our definition: The ability to initiate, manage, influence, and evaluate change. 1= I have no experience and/or am uncomfortable leading change 2= I have limited experience or require assistance to lead change 3= I can lead change 4= I can lead change and help others improve their ability to lead change

06

LC: Explain your rating by providing specific and relevant examples in the box below.

07

ET: Rate your ability to lead effective teams based on our definition: The ability to guide and motivate a team to create, plan for, and achieve goals. 1= I have no experience and/or am uncomfortable leading effective teams 2= I have limited experience or require assistance to lead effective teams 3= I can lead effective teams 4= I can lead effective teams and help others improve their ability to lead effective teams

08

LET: Explain your rating by providing specific and relevant examples in the box below.

09

MC: Rate your ability to manage conflict based on our definition: The ability to recognize and navigate disagreements in a rational, unbiased, and productive way. 1= I have no experience and/or am uncomfortable managing conflict 2= I have limited experience or require assistance to manage conflict 3= I can manage conflict 4= I can manage conflict and help others improve their ability to manage conflict

10

MC: Explain your rating by providing specific and relevant examples in the box below.

Required Question

Employer

State of Louisiana

Address

For agency contact information, please refer to

the supplemental information above.

Louisiana State Civil Service, Louisiana, 70802

Phone

(866) 783-5462

Website

http://agency.governmentjobs.com/louisiana/default.cfm

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