Assistant Office Director, Correctional Health Services

Job Description

Correctional Health Services Assistant Office Director

The Correctional Health Services (CHS) Division at the Department of Health and Human Services in Salt Lake City, Utah is seeking to hire an Assistant Office Director.

This position is the lead accountant position within the division.

The Assistant Office Director, DHHS administers high level programs or special projects within an office. Plans, develops, and coordinates services and programs with other offices, divisions, and external agencies.

Provides consultation to internal and external groups in their area of expertise. Develops and maintains communication and relationships with these groups.

May draft legislation and rules. Acts as Office Director in absence of the Office Director. Supervises professional level employees.

Principal Duties

Manages the accounting for the Division’s expenditures and revenues.

Develops budgets including fund allocation, revenue collection, budget projection, expenditures, etc.

Reviews CHS fiscal operations to ensure integrity, accuracy and control of data.

Supervises subordinate personnel including hiring recommendations, determining workload, delegating assignments, training, monitoring and evaluating performance, and initiating corrective or disciplinary actions to include termination.

Staff duties include : billing reconciliations, purchasing, submission of invoices to payables, contract management (processing and monitoring), personnel monitoring, fixed asset reconciliation.

Prepares the annual budget request and the subsequent expenditure and revenue budgets for the appropriations

Develops and manages budget programs and cost control for the Division appropriations.

Directs and coordinates administrative services for CHS. Participates as a member of the division's management team to guide policy, strategic planning and risks.

Interprets, clarifies, explains and applies agency policy and procedures, business practices, federal or state laws and regulations, etc.

Develops criteria for evaluating programs, proposals and / or other pertinent information.

Works with directors to help them understand the impact of policy changes and other decisions on the budget. Works with external entities such as the Governor's Office of Planning and Budget (GOPB), the Legislative Fiscal Analyst's Office (LFA), provider associations, advisory councils, advocates, legislators, and the media to provide accurate information about the division's budget and expenditures.

Ensures that accurate expenditure and budget reports are kept at all times and presents status reports on these items to division management and other groups as requested.

Ensures adequate administrative controls, quality and procedural efficiencies in order to ensure payments made by the division comply with all relevant regulations.

Participates in establishing direction, goals, and policies. Meets with agency managers and directors to determine needs and challenges.

Develops and / or interprets fiscal statements and reports.

Analyzes, summarizes and / or reviews data; reports findings, interprets results and / or makes recommendations.

Determine how money will be spent to get the work done, and account for these expenditures.

The ideal candidate :

Develops approaches for implementation of an idea, program or change in operations

Develops and / or implements new policies / procedures / standards and / or rules / regulations

Supervises others by assigning / directing work; conducting employee evaluations, staff training and development, taking appropriate disciplinary / corrective actions, making hiring / termination recommendations, etc.

Has experience with procurement and / or administration of contracts, grants, or similar agreements

Speaks clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally

Communicates information and ideas clearly, and concisely, in writing; read and understand information presented in writing

Provides consultation and / or expert advice or testimony

Evaluates information against a set of standards

Uses basic / business math to solve problems

Understands principles, theories, and practices of budget management and project management

Reviews and / or edits documents for accuracy and completeness

Reads, interprets and applies laws, rules, regulations, policies and / or procedures

Has advanced knowledge of Management Information Systems and their impact on the business operations of organizations, knowledge and experience in the State of Utah's budgeting process

Qualifications

includes knowledge, skills, and abilities required upon entry into position and trainable after entry into position)

• The ability to listen to and understand information and ideas presented through spoken words and sentences.
• The ability to read and understand information and ideas presented in writing.
• The ability to communicate information and ideas in speaking so others will understand.
• The ability to communicate information and ideas in writing so others will understand.
• The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).
• The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.
• The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
• The ability to apply general rules to specific problems to produce answers that make sense.
• The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
• The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.

g., patterns of numbers, letters, words, pictures, mathematical operations).

• The ability to generate or use different sets of rules for combining or grouping things in different ways.
• The ability to choose the right mathematical methods or formulas to solve a problem.
• The ability to add, subtract, multiply, or divide quickly and correctly.
• The ability to identify or detect a known pattern (a figure, object, word, or sound) that is hidden in other distracting material.
• The ability to concentrate on a task over a period of time without being distracted.
• The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).
• The ability to see details at close range (within a few feet of the observer).
• The ability to identify and understand the speech of another person.
• The ability to speak clearly so others can understand you.
• Understanding written sentences and paragraphs in work related documents.
• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Communicating effectively in writing as appropriate for the needs of the audience.
• Talking to others to convey information effectively.
• Using mathematics to solve problems.
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Understanding the implications of new information for both current and future problem-solving and decision-making.
• Selecting and using training / instructional methods and procedures appropriate for the situation when learning or teaching new things.
• Monitoring / Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Being aware of others' reactions and understanding why they react as they do.
• Adjusting actions in relation to others' actions.
• Persuading others to change their minds or behavior.
• Bringing others together and trying to reconcile differences.
• Teaching others how to do something.
• Actively looking for ways to help people.
• Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
• Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.
• Managing one's own time and the time of others.
• Determining how money will be spent to get the work done, and accounting for these expenditures.
• Motivating, developing, and directing people as they work, identifying the best people for the job.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
• Knowledge of applications and programming.
• Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation;

psychological research methods; and the assessment and treatment of behavioral and affective disorders.

• Knowledge of group behavior and dynamics, societal trends and influences, human migrations, ethnicity, cultures and their history and origins.
• Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental dysfunctions, and for career counseling and guidance.
• Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.
• Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.

Supplemental Information

• Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
• Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending;

carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.