Administrative Jobs in Lancaster, PA (Now Hiring) — 166 open — Page 4

Starting Compensation:

$52,065.00/Annually

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Job Description:

JOB SUMMARY

• This is a specialized, administrative position involving the application of personnel-adjacent, payroll principles, and administrative business operations for Lancaster County Behavioral Health and Developmental Services (BHDS).

• Considerable independent judgment, initiative and action are required. Confidentiality is required.

• Work involves performing duties in any or all of the various areas of departmental specific personnel work, including managing recruitment activities in the County-wide Human Resources software, oversight and management of BHDS staffing activities within the system, staff record-keeping, policies and procedures cataloging.

• Work also includes areas of fiscal operations, contract activities, purchasing and building operations.

• Assignments usually involve person-to-person communication with job applicants, other employees, program officials, and the public, and requires the analysis of varied data for formulating recommended action within prescribed guidelines.

• While employee may perform varied clerical work, the majority of duties are performed in the technical aspects of the agency.

• Work at this level is further distinguished from the lower levels by entailment of the responsibility for taking or recommending appropriate action as a result of the analysis of data.

• While assignments involving the analysis of information are reviewed in detail before implementation, other aspects of the work are performed with considerable independence.

• This position requires a broad understanding of agency and County operations and organizational chart structure, cost allocation methodologies, strict confidentiality of information and records, customer service focus, good communication skills and competency in typing, data entry and calculations.

• Thorough understanding of the County Human Resources and fiscal software is required.

• This position requires primarily in-office work, but upon request may be granted occasional ability to telework.

REPORTING RELATIONSHIPS

• Work is assigned through oral and written instructions by the Chief of Administration as approved by the Executive Director. Employee is expected to work independently on routine tasks and with regularly scheduled supervisory review by the Chief of Administration. Development, training and growth are highly encouraged and supported.

ESSENTIAL JOB FUNCTIONS

• Will track staff FBI, State Police and Childline clearances for all employees per specified state regulation timelines.

• Will inform staff when clearances are due and set-up processing with County Human Resources.

• Will track staff participation in Agency and County Trainings.

• Will ensure driver history reports are accurate and timely.

• Will be familiar with and assist Agency staff with all Agency and County policy and procedures.

• Will assist staff understanding and use of the County-wide Human Resources software and County Policy and Procedures manual.

• Will act on behalf of staff by liaising with County HR and other County Departments, as well as external entities as is appropriate and needed.

• Will serve as the Primary Recruiter in the County HR Personnel Software for BHDS job postings, which includes creating and processing job requisitions, pulling applicant data, conducting secondary screenings on behalf of supervisors, sending interview inquiries as requested by supervisors, handling pre-hire offer letters and coordinating with HR for the background check process, and completing internal job changes as required.

• Serves as the Agency lead for coordinating appropriate activities for all employees who are entering or exiting employment. Such activities include working with HR to ensure all clearances and documentation is complete, notifying County IT, and General Services, review of agency policy and procedures, and completing agency activities within the County HR software.

• Will ensure completion of the I-9 and County orientation in the event the employee is unable to attend the County Orientation meeting.

• Ensures all staff have appropriate equipment and network access and monitors successful completion of Helpdesk requests by working with County IT

• Serves as Agency lead with County IT to coordinate major rollouts of new equipment and software changes

• Serves as the Agency's primary Information Security Officer

• Manage the security of the agency electronic health record, currently known as CARES, and the accompanying web portal. This includes activating and deactivating users, troubleshooting accessibility to CARES alongside County IT, managing roles and user security access, HIPAA compliance in CARES and supporting all BHDS components with new enhancements and problem-solving issues.

• Assist in data reporting and works with County IT for any local, state and/or Federal reporting requirements through the CARES reporting tool, canned reports, and other data sources. Will manage data sources as necessary. Will provide ad hoc reports upon request.

• Works closely with BHDS team and County IT related to meetings with the CARES software developer and monitoring of work completion

• Serves as Agency lead for all work with technology vendors, such as audio-visual vendor, when such vendors are not already managed by County IT

• Serves as a liaison with General Services and HR to manage building access and badges.

• Serves as the primary liaison with General Services related to building maintenance.

• Will complete all online forms and submit all documentation to County HR related to hires, transfers and terminations.

• Identifies needs and coordinates training with HR to agency staff regarding proper completion of personnel and benefit paperwork, timesheets, forms, etc.

• Will ensure all staff members review required electronic trainings prior to, or shortly after start date. These trainings may include harassment, mandated reporter, fraud, etc.

• Will review at the time of on-boarding and annually with all staff - safety awareness, County HR policies and procedures, HIPAA, and agency policies and procedures.

• Will periodically work with Paryroll lead to review the internal payroll process for accuracy and consistency.

• Will serve as a back-up for payroll submissions and payroll period reviews.

• Files administrative paperwork to include payroll, personnel documents and maintains agency personnel files, policies and procedures, and bulletin boards.

• Serves as a timekeeper in the County HR software.

• Prepares and distributes organizational charts and summary payroll/personnel reports with recommendations to management as needed.

• Manages inventory of Agency-owned equipment

• Manages software subscriptions such as Survey Monkey, Canva, Padlet, etc.

• Serves as the Agency point-person for registering staff for trainings and conferences and all duties that accompany this activity including but not limited to working with the Chief Clerk's office, Purchasing and the Controller's office.

• Manages Agency use of rental cars and assists with Agency leased cars as needed

• Orders, tracks and processes payment for supplies for all BHDS locations

• Tracks and monitors all Agency contracts through the Contract Approval process including but not limited to sending Contracts for signature by Chief Clerk and Board of Commissioners, collecting contracts after signatures, distributing signed contracts to appropriate BHDS staff and providers, ensuring the County-wide software reflects the accurate submission of contracts.

• Manages and distributes accounting of Agency allotment of EE/GEE to Senior Leadership annually

OTHER SPECIFIC TASKS OR DUTIES

• Completes other projects assigned as necessary.

• Routinely provides own transportation to and from meetings, trainings, and other job-related appointments in a timely manner and be able to access those locations with reasonable accommodations. Performs other duties as needed and as assigned

• Will participate in Agency and County committees and teams as assigned.

MINIMUM QUALIFICATIONS

• Education requirement is completion of a bachelor’s degree program with course work in business administration, psychology, social work, criminal justice or closely related field;

• Must have at least three years of experience related to a position with strong aptitude and ability in administrative, interpersonal, and organizational skill; or any combination of the minimum acceptable education and experience which has provided the knowledge, skills and abilities cited above.

PREFERRED SKILLS AND ABILITIES

• Knowledge of English grammar, spelling, and punctuation, as required for professional written presentation.

• Skill in completing assignments accurately and with attention to detail.

• Knowledge of operational policies and procedures which relate to administrative, programmatic, financial and support services functions.

• Advanced proficiency in the use of computer programs and software applications, as required for essential job functions.

• Ability to comprehend organizational/programmatic goals/objectives and relate these to department business practices and analysis.

• Ability to devise and implement solutions to administrative problems with minimal oversight.

• Ability to present ideas/concepts, methods/procedures, and instructions/responses clearly and concisely, both verbally and in writing.

• Ability to establish and maintain effective working relationships

• Ability to organize and complete work and coordinate tasks within established schedules and with accuracy critical to the success of those duties.

• Skill in organizing and maintaining financial and personnel records and in preparing reports and statements from those records.

• Effective time management skills and ability to prioritize work duties.

• Display initiative and creative resourcefulness.

REQUIRED LICENSES/CERTIFICATIONS

• Pennsylvania Childline Child Abuse History Clearance

• Acceptable-PA State Police Criminal Record Clearance

• Acceptable FBI fingerprint clearance

• Acceptable Drug screening

• PA Driver's License and Acceptable driving history

The County of Lancaster offers comprehensive benefits to our employees. Read more about our benefits here.

Lancaster County Government provides Equal Employment Opportunity for all persons regardless of race, religion, age, sex, national origin, genetic information or disability. The County also observes all applicable laws regarding Veterans status. The County reflects this action in all areas of employment and compensation practices and policies. Employment with the County is based upon the ability to perform the job as well as dependability and reliability once an individual is hired.