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GEARY COUNTY POSITION DESCRIPTION

Position:Office ManagerIncumbent:

Reports To:Health Director

department:Health Department Status: Full-time

POSITION PURPOSE:

The Office Manager plays a vital role in maintaining the efficient financial, administrative, and operational functions of the Geary County Health Department. This position is accountable for overseeing billing processes, tracking grant expenditures, and providing clerical support while ensuring high-quality customer service for clients and the public. Key responsibilities include financial reporting, managing insurance and Medicaid billing, and coordinating administrative activities to support departmental operations. Independently performs tasks which requires initiative, judgement, discretion, and advanced organizational and planning skills. The work involves more difficult and complex administrative support assignments. The position provides strong leadership, guidance, and full supervision for office procedures.

DUTIES AND RESPONSIBILITIES

Ensures the work is performed in accordance with standard policies and procedures, and accounting practices are in conformance with acceptable methods. Motivates and effectively delegates the work ensuring the departments objectives are met. Collaborates with the Health Director to ensure department initiatives are met and participates in departmental administrative decisions.

The duties described below are indicative of what the Office Manager may be asked to perform. This position description is not designed to list all tasks and responsibilities of this position. Geary County reserves the right to revise or change job duties as the need may arise. Extensive knowledge of office procedures and marketing and promotion skills are necessary in this position. Work is performed under the direction of the Health Director with a substantial degree of independence.

ESSENTIAL FUNCTIONS:

1. Oversee accounts payable, ensuring proper expense allocation to grants.

2. Monitor department expenditures to maintain compliance with federal, state, and local funding guidelines.

3. Maintain and manage department records, correspondence, and reports.

4. Serve as a primary point of contact for the public, responding to inquiries and directing individuals to the appropriate resources.

5. Supervises office procedures to ensure smooth daily operations.

6. Track and monitor all department purchases and maintain purchase order (PO) records.

7. Manage electronic billing submissions for Medicaid, KanCare, and private insurance providers.

8. Prepare and submit financial reports, including monthly and quarterly statements for the state and the Board of Health.

9. Reconcile financial records with the County Treasurer and resolve discrepancies.

10. Establish and maintain vendor accounts for departmental services and supplies.

11. Process and apply payments while maintaining accurate financial records.

12. Provides input and assists in the preparation of the department budgets.

13. . Assist in scheduling and preparing for meetings, including compiling necessary materials.

14. Oversee document management, including verification, fee calculations, and processing.

15. Tracks and supervises the annual inventory process for the department.

16. Receives, reviews, and responds to complaints from the public, companies, and others to develop and maintain client relationships ensuring their expectations are being met and to understand their future needs.

17. Development, review, input, and retrieval of project financial data using project management/accounting system.

18. Must have and maintain a valid drivers license and the ability to legally operate a motor vehicle in the sta e of Kansas.

MARGINAL FUNCTIONS:

1. Assists Director in the preparation and presentation of various projects to the Board of County Commissioners as assigned.

2. Acts as departmental supervisor in the absence of the Health Director.

3. Manages a high volume of phone calls, providing timely and professional assistance to clients.

4. Ensures front desk coverage as needed, greeting visitors and offering exceptional customer service.

5. Orders and manages supplies for the clinic and WIC departments, ensuring availability of necessary materials.

6. Conducts and/or coordinates new employee orientation and training for the department.

7. []{#_Hlk189129918}Attends meetings on behalf of the Director at his/her direction.

8. Provide clerical