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HEALTH CARE SERVICES, DEPARTMENT OF

Title:  STAFF SERVICES MANAGER I
Salary: $5,079.00 - $6,311.00
Posted: 03/25/2014

Job Description:
The California Department of Health Care Services, Safety Net Financing Division (SNFD) is seeking candidates to fill one Staff Services Manager(SSM) I position in the County Based Medi-Cal Administrative Activities Unit. ALL APPLICANTS MUST COMPLETE THE SUPPLEMENTAL QUESTIONNAIRE AND SUBMIT THEIR ANSWERS WITH THEIR APPLICATION. *Recruitment is open to all qualified applicants. Hiring will be conducted within the SROA guidelines. If interested, please submit a State Application (Std. 678) & your resume to Alva Kennedy. Please be sure to sign your State Application (Std. 678). Please indicate the basis of your eligibility (i.e., SROA, surplus, reemployment, and reinstatement, transfer, or list eligibility) in the explanation box of the state application. Applications for thie position will be screened, and only the most qualified applicants will be scheduled for an interview.

Job Summary: The Staff Services Manager I is the chief of the County Based Medi-Cal Administrative Activities Unit. This permanent, full-time position provides supervision and leadership to the unit staff; promotes a team spirit among staff; and collaborates with local partners and stakeholders. The unit is responsible for contracts, claiming plans, invoices, provider manuals, policies, legislation, regulations, site visits, training, and all functions necessary for Medi-Cal administrative activities program. The unit is the departmental point of contact for all aspects of county based Medi-Cal administrative activities and is the liaison with the federal Region XIX fiscal staff of the Centers for Medicare and Medicaid Services (CMS). The unit is responsible for development, analysis, and adherence to the federal and state claiming policies for the County Based Medi-Cal Administrative Activities (MAA) program. MAA provides the mechanism for entities claiming though the Local Governmental Agencies (LGAs) to claim federal financial participation for specific administrative activities and Medi-Cal services in compliance with federal and state law, regulations and policies.

Travel is required.
Word and Excel skills are required.

Supervision Received: Receives direct supervision from the SSM II.

Supervision Exercised: Three analysts (Associate Governmental Program Analyst/Staff Services Analyst) and one Office Technician

Percent of Time Essential Functions

55% Plan, organize, direct, coordinate, analyze, evaluate, and approve the implementation of the work of unit staff. Oversee and give final approval of the analysis, review and approval of contracts, claiming plans grids, and invoices to ensure adherence to federal and state regulations, policies and procedures. Notify the LGA of the results of the review, ensure compliance with recommendations (internal audits, additional training, etc.) Respond to requests from the counties and the federal CMS regarding program oversight, policy, implementation, etc. Recruit, train, and evaluate subordinate staff; prepare reports of performance and employee development appraisals; and determines training needs within the unit.

25% Lead staff to develop site visit protocols. Schedule and organize site visits as needed to ensure adequate oversight (approximately 6 site visits per year, approximately 3 days per site visit.) Schedule and organize desk reviews as needed to maintain oversight and to ensure compliance with policy. Personally travel and perform the most sensitive and complex site visits to ensure that required documentation (budgets, general ledger, outreach flyers, duty statements, organization charts, time surveys, time cards, resource directories, etc.) is maintained to support the invoices submitted. Review and edit the written reports and corrective action plans to document and provide remedies to deficiencies identified during site visits. Facilitate and negotiate with the LGAs and upper management to ensure the deficiencies are corrected.

15% Provide on-call technical assistance to the counties to resolve MAA claiming issues. Coordinate with other programs, other agencies, and the federal CMS to assess potential impact to the MAA program. Present materials and information about the MAA program at statewide conferences and workshops. Collaborate with workgroups to resolve issues. Develop and administer statewide training on MAA claiming plans, time studies and invoice preparation. Ensure claiming instructions are accurate, timely, and comply with federal mandates. Issue policy and procedure letters.

Percent of Time Marginal Functions

5% Other duties as required.

Supplemental Questionnaire

SUPPLEMENTAL APPLICATION ITEMS:

1. What role does leadership play for a manager? How have you demonstrated this?

2. Describe the steps you would take to ensure employees are motivated and working efficiently.

3. Describe your ability and experience in dealing effectively with a variety of individuals, organizations, state agencies, stakeholders and local government representatives.

4. Please tell us about a situation where you had to solve a difficult problem. What did you do? What was your thought process? What was the outcome? Is there anything you would have done differently?

5. Why are you interested in this position and what strengths would you bring to it?

6. Please describe your management style.

Instructions for Supplemental Application:

The examination process will consist of a Supplemental Application. Applicants are required to respond to the supplemental items. These supplemental items are designed to identify job achievement in specific areas that demonstrate ability to successfully perform at the SSM I level. Responses to the supplemental items will be assessed based on pre-determined, job-related rating criteria. In appraising the relative qualifications of candidates, consideration will be given to the extent and type of pertinent experience and education over and above that which is required under the minimum qualifications.

When responding to the supplemental items, applicants must follow these guidelines:
• Your response must be typewritten or generated by word processing on 8 1/2' x 11' paper, using no smaller than a 12-point font.
• Your response to each question must be limited to one page.
• Ensure your response is complete, specific, clear, and concise.

Additional Information:

Working Title Position Number
None Specified 805 - 710 - 4800 - 004
Location County
Sacramento SACRAMENTO
Timebase Tenure
Full Time Permanent   month(s)
Final Filing Date: Department Link:
04/07/2014 None Specified
Contact Unit/Address Contact Name/Phone
County Based Medi-Cal Administrative Activities
P.O. Box 997419, MS 4506
Sacramento 95899-7419
Alva Kennedy
Fax: (916) 552-9140
alva.kennedy@dhcs.ca.gov

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Notice: If you are not a current or former State employee, you must first take an examination to obtain list eligibility. This does not apply to Student Assistant vacancies. Learn all about it.

The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.