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HS/LHCC Manager – Administrative Services (HHS)

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HS/LHCC Manager – Administrative Services (HHS)

Salary

$51.29 - $66.44 Hourly

Location

Elkhorn, WI

Job Type

Full-time

Job Number

2025-00078

Department

Health & Human Services

Division

Administration

Opening Date

07/31/2025

Closing Date

8/21/2025 5:00 PM Central

+ Description

+ Benefits

+ Questions

An Equal Opportunity Employer

Position Summary

This position is responsible for the direction and management of the Health and Human Services and Lakeland Health Care Center administrative services. Specific areas of responsibility include: corporate compliance and business office practices for LHCC and billing, contracts, medical records, main desk reception, compliance and continuous quality improvement, and Economic Support Services for HHS. This position is also responsible for the oversight of interdepartmental functions including Finance, Human Resources, Information Technology, Corporation Counsel and Public Works.

SUPERVISION

This position directly supervises the HS Supervisor – Fiscal Support, HS Supervisor – Compliance and Medical Records, HS Supervisor – Economic Support, HS Supervisor – Economic Support Lead, and Administrative Clerk III by carrying out supervisory responsibilities in accordance with county policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; disciplining employees; addressing complaints and resolving problems.

SCHEDULE

Days: Monday - Friday

Work Hours: 8:00 am to 4:30 pm

Hours Per Shift: 8

Shifts Per Pay Period: 10

Position FTE: 1.00

Applications are being accepted from current County employees as well as members of the public.

Essential Duties and Responsibilities

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Direct the day-to-day operations of the Administrative divisions including staff scheduling, conducting staff planning meetings and evaluation of the status of consumers through appropriate planning and coordination of available services. Participate in staff recruitment activities including hiring, work assignments and schedules, establishing and evaluating staff performance goals.

Provide ongoing direct supervision and management to staff including assessment and feedback regarding performance of duties. Provide services as needed.

Complete monthly and annual general ledger account reconciliations from the agency’s Electronic Health Records.

Serve as a System Administrator for the agency’s Electronic Health Record, Netsmart. Participate in coordination meetings with other system administrators and provide leadership and guidance to the agency on the development and implementation of Netsmart features and functions. Escalate concerns and collaborate with the EHR vendor as needed to maintain system integrity, protect client health record data, and ensure accurate financial reporting.

Assure accurate and timely submission of departmental billing to third party insurance carriers. Maintain contracts with funding sources and coordinate reprocessing of denials. Ensure accurate general ledger accounting transactions for all billing activities.

Establish and monitor payer mix levels and revenues to meet the budget within the LHCC. Assure billing is done in a timely manner for all services to all payer sources. Track and manage facility write offs for both departments. Work with Corporation Counsel to process non-payment and write-offs in a timely fashion. Track trends and develop and implement strategies to mitigate potential losses in revenues.

Coordinate resident access to Moraine Lake Consortium to facilitate conversion from private pay to MA covered when appropriate. Manage the ESS process of applications and reimbursement to LHCC. Provide oversight for 90-day review process.

Audit integrity of the departmental electronic health records and billing systems.

Compile data and set rates for the Comprehensive Community Services (CCS), Case Management (CM) and Wisconsin Medicaid Cost Reporting (WIMCR) program services that are consistent with state requirements. Oversee the accurate compilation and reporting of billing, payroll, and agency revenue and expenditure data for the annual 942/HSRR and WIMCR reports. Submit reports to the state in a timely manner.

In conjunction with the Senior Accountants, oversee all departmental fiscal processes and financial reporting ensuring reporting and tracking are completed in accordance with county finance policies.

Serve as the department Program Reviewer in reviewing all final program related grant information prior to submittal to any outside agency. Maintain oversight and compliance through the agency’s electronic routing system for grant monitoring and reviews.

Manage the department’s human resources function ensuring that all human resources policies and procedures are being followed and that any departmental vacancies are filled in an expeditious manner. Support the recruitment and onboarding process for new staff, interns and volunteers.

Represent the department as senior leader on the Moraine Lakes (ESS) Consortium. Provider leadership and mentoring in the ESS division to the staff and supervisors. Assure that the needs of the Department and community are met within the five county consortium policies and practices.

Act as the Manager of the Day while providing management coverage to all divisions within the department during this assignment. Provide administrative leadership support to LHCC in the absence of the Superintendent in support of the LHCC nursing home leadership team. Function as a member of the management team and advise the Director/ Superintendent on issues throughout the department.

Take a leadership role in the strategic planning process, develop program initiatives and make policy recommendations.

Serve as department liaison to the IT, Finance, Public Works, and Human Resources departments. Facilitate regular interdepartmental meetings.

Maintain compliance with standards, laws, certification requirements and county policies. Monitor compliance with documentation requirements. Assist managers in maintaining compliance with Chapter 35, DHS 75, 46, 35, 34, 92, 94 and DCF 938 and 48. Maintain departmental compliance with DHS 1. Develop, monitor and maintain departmental plan for compliance with HIPAA, civil rights and ACA standards. Responsible for federal reporting of non-compliance with any corrective action plan. Develop, Monitor and advance both department compliance and Civil rights requirements.

Oversee the functions of the HHS department’s compliance with HIPAA and 42 CFR Part 2 regulations, including annual staff required trainings and implementing corrective actions to address agency compliance concerns. Serve as the agency’s Privacy and Security Officer,. Coordinate and plan in conjunction with the county’s Security Officer, Privacy Officer and Risk Manager and respond to substantiated security, privacy, and compliance incidents and breaches. Provide oversight and facilitation of open records requests received by HHS, working in collaboration with the IT, HR, and Corporation Counsel departments to ensure records are released in accordance with all applicable laws.

Work in conjunction with the Director, Deputy Directors, and Nursing Home Administrator in the development and oversight of the annual budget. Develop and manage the preparation of the division’s annual budget. .

Oversee departmental contract process in compliance with Purchasing, DPW, County ordinance and OMB requirements. Provide management and oversight of the purchase of services contracts. Negotiate contracts, streamline referral processes and participate in conflict resolution. Gather, analyze and report on data. Identify trends and inconsistencies in meeting consumer specific needs and departmental operational budgetary goals. Monitor contracts and compliance plans both internally and externally. Monitor electronic information and records systems for the division. Provide departmental training for contract managers.

Participate in the development of departmental Requests for Proposals for services. Provide oversight, direction and management of Capital Asset reporting and purchasing contracts for HHS and LHCC.

Prepare monthly and annual reports for all assigned programs for the Director, Health & Human Services Board, Lakeland Health Care Center Board of Trustees, Finance Committee, and other committees as required by state and federal mandates. Provide oversight and direct development of County Board Resolutions and Ordinances proposed by the HHS and LHCC departments. Prepare for any program and fiscal audits. Complete annual grant and state reporting requirements, application and monitoring reports. Manage aspects of funding grants. Direct grant funding applications and implementations.

Assume leadership role in the event of an emergency. Understand and implement the Emergency Operations Plan for the department.

Receive, review, investigate and process departmental grievances in accordance with department policies.

Demonstrate a commitment to county safety and risk management efforts. Work with department leadership to mitigate risk management issues.

Provide oversight and direction to the LHCC office staff including billing, financial reporting, annual Medicaid and Medicare cost reporting, and contract management. Assist in the creation and maintenance of LHCC internal business office procedures in accordance with County Administrative Procedures.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Bachelor’s degree in a business-related field or formal preparation equivalent to a four-year program and four to five years of experience. Proven knowledge of billing, fiscal and accounting systems, budget process, contract administration and measureable performance outcomes. Accounting experience and education preferred. Experience in high-level interaction with providers and stakeholders. Knowledge of state, federal and local laws/regulations. Supervisory experience required. Proven experience in quality improvement techniques, ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals as well as ability to compute rate, ratio and percent and to draw and interpret bar graphs. Knowledge of Trauma Informed Care principles is essential.

Interactions & Communication

Required to actively persuade and/or direct others toward the achievement of expected outcomes. Strong written, verbal and interpersonal skills required.

Decision Making

This position has authority to make decisions by interpreting and applying department policies and practices with general managerial direction as needed. These decisions directly impact performance at the department-wide level and decision making requires a close collaboration of all those involved in the decision-making process.

Thinking & Problem Solving

In relation to established procedures, protocols and policies of the County, challenges and problems occurring in this position are complicated and require interpretation and application of policies, objectives, state statue and other mandated requirements.

Tools and Equipment Used

Telephone Copy Machine

Personal Computer/Printer FAX Machine

Calculator Typewriter

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to stand, walk, sit, and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and distance vision.

Selection Process

TO INCLUDE:

Formal Walworth County Electronic Application

Education & Experience Review

Oral Department Interview

Reference Check

Background Check

Post Offer Physical Exam

Drug Screen

Other job-related tests may be required.

WALWORTH COUNTY EMPLOYEE BENEFIT SUMMARY

I - Salaried Exempt Contract Management Staff

BARGAINING UNIT: Salaried Exempt Employees

DATE: January 1, 2019

EMPLOYMENT STATUS: All employees of Walworth County are at-will employees. Special provisions and a list of positions subject to employment contracts are contained in Section 15-6 (f) of the Walworth County Code of Ordinances.

BASIS OF PAYMENT: Salaried, FLSA Exempt. You are not eligible for overtime or compensatory time. You are required to account for all time absent from your regular work schedule.

SCHEDULED TIME OFF: Accrued based on salary each pay period. All accrued scheduled time off hours are available for use, subject to approval of your supervisor. You accrue scheduled time off (pro-rated for part-time) equivalent to the following:

15 days per year after 1 year of Walworth County Service

20 days per year after 5 years of Walworth County Service

25 days per year after 15 years of Walworth County Service

*may be considered for additional Scheduled Time Off (STO) per Ord. Sec. 15-6 (f)(3).

PERSONAL TIME OFF: Employees will receive 64 hours of personal time off as a lump sum at the beginning of each year (pro-rated for part-time and newly-hired employees). At the end of each calendar year, an employee may request to move remaining personal time off hours to the extended sick bank. If no request is made, any remaining hours shall be paid out on the employee's last pay date of the calendar year.

EXTENDED SICK LEAVE BANK: Used for time off of work for more serious health conditions that require three or more consecutive days off or when on an approved leave of absence.

HOLIDAYS: Ten paid holidays each year. As a part-time employee, you receive pro-rated holiday pay based on your positions budgeted FTE.

INSURANCE: Employees hired into .75 FTE or higher position are eligible for Health, Dental, Life, Vision, Short-Term Disability and Long-Term Disability insurance benefits on the first of the month following 30 days of service provided you complete enrollment forms within 30 days of hire. Employees hired into a .50 FTE or higher position are eligible for all benefits listed below except Health insurance. Employees hired into a .49 FTE or less position are eligible to participate in Short-Term Disability only.

Health Insurance: You can choose Tier 1 or Tier 2. Tier 1 is a standard co-pay plan. Tier 2 is a High Deductible Health Plan (HDHP) with a Health Savings Account (HSA). The County will contribute an amount approved by the County Board, payable as a lump sum to your HSA for Tier 2. You may also elect to contribute to your HSA up to the IRS maximum. You may elect either family or single coverage. The monthly premium will be split between the County and the employee.

An employee may waive county-paid health insurance in exchange for an annual stipend of $6,200, subject to the terms of Sec. 15-6 (f) (2) of the Walworth County Code of Ordinances.

Dental Insurance: You may elect either family or single coverage. The county shall pay 100% (single or family) of the premium for a full-time and 50% (single or family) of the premium for a part-time employee enrolled in dental insurance.

Life Insurance: The County provides you with term life insurance in an amount equal to $50,000. You have the option of purchasing additional coverage for yourself, spouse, and/or dependent children.

Short-Term Disability Insurance: The County provides you with Short-Term Disability Insurance with premiums paid by the employer.

LTD Insurance: The County provides you with Long-Term Disability Insurance. The monthly premium is 0.83% of your insured monthly wages. The County shall pay 67% of the premium & employee shall pay 33% of the premium.

Vision Insurance: You may elect to participate in Vision insurance. The employee electing coverage shall pay 100% (single or family) of the premium for vision insurance.

WISCONSIN RETIREMENT: You are covered under the Wisconsin Retirement System if you are expected to work a minimum of 1200 hours per year for a period of one year or more. The WRS provides you with separation, disability or retirement benefits upon termination. The payment is split between the county and employee, as prescribed by state law. Employees expected to work less than 1200 hours per year will not receive this benefit.

EDUCATIONAL ASSISTANCE: After completing 6 months of employment, you are eligible to participate in the Educational Assistance Program and receive partial reimbursement for tuition upon completion of approved courses.

TAX-SHELTERED BENEFITS: You may elect to participate in the following tax-sheltered benefits:

Deferred Compensation (S457 plan)

Medical Spending Account (S125 plan)

Dependent Care Plan (S125 plan)

Health Savings Account (S223 plan)

WORKERS COMPENSATION: You are covered by Workers Compensation for any illness or injury arising out of your employment. Medical expenses and compensation for lost time are paid from the workers' compensation plan. In addition, the County will supplement the workers' compensation lost-time payment for up to 1 year, making you whole on a "net-check" basis.

DIRECT DEPOSIT: You are required to participate in direct deposit of your paycheck to a banking institution of your choice.

EMPLOYEE ASSISTANCE PROGRAM: You and your family are encouraged to use the Employee Assistance Program for help in addressing confidential family and financial matters. EAP services are provided through Curalinc. Please call 888-881-5462 for help.

BEREAVEMENT LEAVE: You will receive pay for up to 3 days for the purpose of bereavement over the death of your spouse, child, step-child, parent, step-parent, brother, sister, grandparent, grandchild, mother-in-law, father-in-law, or other member of the immediate household (excluding renters).

You will receive up to 1 day of pay for the death of your brother-in-law, sister-in-law, son-in-law, daughter-in-law, aunt, uncle, niece or nephew.

JURY DUTY: Your regular wages will be made-whole for any time you are required to serve on jury duty.

MILITARY LEAVE: Your regular wages will be made-whole for up to two weeks for you to meet your annual two-week reserve duty obligation. Extended military leaves are provided in accordance with state and federal laws.

LEAVE OF ABSENCE: You are required to request a leave of absence in writing and a minimum of 15 calendar days prior to your expected absence. All leaves are subject to approval of the Human Resources Department and are at the discretion of the County's representative, except as otherwise required by law. Under emergency situations, the leave papers must be submitted within 5 days after the absence begins. Periods of absence less than 5 days may be approved by your department head.

Note: This Summary provides only a brief outline of your benefits. All benefit terms and conditions are subject to the specific provisions of plan documents, policies, and/or legal rules and regulations. These benefits are subject to change from time to time by action of the County Board and/or Human Resources Committee.

01

Do you have a valid driver's license?

+ Yes

+ No

02

Please indicate below your highest level of education completed.

+ No High School Diploma/GED

+ High School Diploma/GED

+ Some College/Tech School

+ Associate's Degree

+ Bachelor's Degree

+ Master's Degree

+ Doctoral Degree

03

What area is your degree in?

04

Briefly detail your relevant experience.

Required Question

Employer

Walworth County

Address

Phone

262-741-7950

Website

http://www.co.walworth.wi.us

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