Department of Human Services Office Manager - Grade 112

Description of Work

Performs eligibility and case maintenance for confidential LEAP and Low-Income Child-Care Cases.
Reviews LEAP cases for accuracy before authorization.
Monitor EAQA Responses to the state office as necessary.
Assists the County Director in the preparation of the annual budget based on allocations from the State.
Determines required County Dollars to meet share requirements.
Determines and anticipates State and Federal revenues based on allocations, anticipated expenditures, and program reimbursement rates.
Maintains Foster Care Trust Accounts.
Reconcile foster care trust account statement Provides backup for accounts receivable, i.e., writing receipts.
Performs monthly bank reconciliations.
Maintains information regarding payment adjustments in the CHATS system if needed Position supervises accounting, reception, low-income child care, MAGI, Diversion and LEAP.
Maintains internal personnel documents.
Communicates with the Colorado Workforce Center and DHS Management Team regarding open positions and application process.
Responds to applicants who are not offered positions.
Processes all evaluations for Commissioners Office to include tracking due dates, determining salary increases, forwarding copies to all parties and communicating as necessary with managers and staff.
Updates internal personnel files and tracking documents to accurately reflect staff salaries and accrual rates.
Insures all onboarding staff have a file created with pertinent information including demographics, hire date, salary, range and position title, position description, application, etc.
Performs all ADP Background checks for new hires.
Orders necessary supplies.
Participates and engages in representative statewide and regional groups including CHATS User Group, Leap Stakeholder, CHATS Performance, Statewide Financial Officers' Group, and others.
Develops, in consultation with Director, Board of Human Services agendas ensuring they are provided to press, Board Members, and public.
Runs CFMS reports as needed.
Receives and maintains updated training for all programs over which the position provides supervision.
Training may include LEAP, MAGI, Diversion, IV-E, CFMS, Tyler, Leadership, etc.

Supervision Received

Position is supervised by the County Director.
Supervision is received in the form of general instruction.
The duties and expected level of functioning allow both flexibility and latitude within established guidelines.
Guidance is received on the goals, programs, and methods for meeting objectives as they relate to quality and quantity of work, staffing and organization changes.

Supervision Exercised

Position supervises a support unit, comprised of 1 Bookkeeper, 1 Receptionist, 2 Technicians, and 1 LEAP worker.
Position is responsible for the supervision and coordination of workflow within the support unit.
Work is reviewed periodically for appropriate practices and results.

Essential Duties and Responsibilities

Performs all supervisory functions (planning, organizing, leading, and monitoring) to ensure the highest performance of the employees supervised.
Serves on management team responsible for administrative and agency issues, creating and changing policies, and evaluating the efficiency of the agency.
Directs administrative support functions for special programs including acting as technical consultant to staff to resolve program issues.
Ability to utilize management and planning tools.
Skilled in logical reasoning and problem solving.
Ability to organize work load and set priorities.
Skilled in developing and implementing goals, objectives, policies, processes, procedures, and work standards on a monthly basis.

Desired Minimum Qualifications

Education: AA in Business Management
Experience: Five years full-time clerical experience, with at least two years as lead worker.

Special Requirements

Ability to adapt to changes in procedures, rules, etc.
Knowledge of the relationships between other units in the department.
Ability to organize workflow to meet deadlines and to assure that the unit's support functions are fulfilled effectively.
Ability to assign work, and evaluate the work of employees supervised to assure that the unit's work is accomplished appropriately and efficiently.
Ability to take accurate notes and transcribe those notes.

Tools and Equipment Used

Personal computer, calculator, copier, postage machine.

Essential Functions of the Job

Incumbent works in an office-type environment with freedom to move about at will.
Requires dexterous use of both hands.
Requires corrected vision and hearing.
Specific vision abilities by this position include close vision and the ability to adjust focus.
Ability to lift and/or move up to 10 pounds.
The noise level in the work environment is usually moderately quiet.

Policy Requirements

Formal application, rating of education and experience; oral interview and reference check.
Job related tests might be required.
Employment is contingent upon the applicant passing a pre-employment medical, physical, and mandatory drug test.
Verification of any combination of driving record, criminal history, and/or workers' compensation history.
No medical inquiries will be made or workers' compensation information gathered until a conditional job offer has been given to the applicant.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.