ADMIN SERVICES ASSISTANT 2* - 04212026-76813

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF HEALTH, DAVIDSON COUNTY

This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

This postion is located in the Davidson County Health Division

Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to one year of full-time professional staff administrative and/or analytic experience.

Substitution of Experience for Education: Qualifying full-time increasingly responsible sub professional, para-professional, or professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of four years.

Substitution of Education for Experience: Additional graduate coursework in public administration, business administration, or other acceptable field may be substituted for the required experience, on a year-for-year basis.

OR

One year of professional administrative services experience with the State of Tennessee.

Necessary Special Qualifications: Positions within the Department of Human Services may be required to:
1. Complete a criminal history disclosure form in a manner approved by the appointing authority;
2. Agree to release all records involving their criminal history to the appointing authority;
3. Supply a fingerprint sample prescribed by the TBI based criminal history records check;
4. Submit to a review of their status on the Department of Health's vulnerable persons registry.

Positions within the Disability Determinations Section of the Division of Rehabilitation Services within the Department of Human Services will be required to complete a federal background check in accordance with the Homeland Security Presidential Directive 12 (HSPD-12) for issuance of an HSPD-12 compliant Personal Identity Verification (PIV) credential card.

Overview

1. The Children's Special Services (CSS) position supports the program's role as a payor source for eligible children ages 0-21 by ensuring administrative communication with healthcare providers and external agencies. This role is responsible for managing emails, phone calls, faxes, and postal mail to verify service coverage dates and to relay approvals or denials as determined by the CSS Director.
2. The position requires precise recordkeeping to maintain regional expenditure compliance, including entering and updating approved services in Excel tracking spreadsheets. The role also oversees the monthly processing of Special Food/Formula/Supplies orders by entering information from completed order forms into the Edison and McKesson systems and monitoring each order throughout the delivery process.
3. This position is essential to ensuring accurate documentation, efficient communication, and consistent support for children receiving CSS services.

Responsibilities

Key Responsibilities:

Performs a variety of general staff administrative duties to support program operations.

1. Enter/key approved Children's Special Services claims into PTBMIS.
2. Prepare and maintain the expenditure of active Children's Special Services participants in accordance with the CSS Delegated Authority.
3. Serve as liaison between the Mid Cumberland Regional Office and the Children's Special Services outside vendor facilities via office phone, fax and email.
4. Prepare and mail preprinted Children's Special Services Program letter and CSS card to participants.
5. Prepare and mail preprinted Children's Special Services closure letters for exiting participants.
6. Prepare and mail preprinted Children's Special Services approval/denial letters to outside facilities for services reviewed by program director.
7. Place special food orders in Edison using order form submitted by participant.
8. Place diaper/supplies orders in McKesson
9. Forward completed preauthorization forms to Central Office for review. Once reviewed, the determination letter is faxed to the ordering provider office.
10. Monitor and list (spreadsheet) cases in need of program director review.

Competencies (KSA's)

Competencies:

1. Customer Focus
2. Nimble Learning
3. Business Insight
4. Communicates Effectively
5. Action Oriented

Knowledge:

1. Administrative and Management
2. Economics and Accounting
3. Customer and Personal Service
4. Clerical
5. Personnel and Human Resources

Skills:

1. Active Learning and Listening
2. Coordination
3. Critical Thinking
4. Judgment and Decision Making
5. Time Management

Abilities:

1. Written Comprehension
2. Deductive Reasoning
3. Inductive Reasoning
4. Problem Sensitivity
5. Information Ordering

Tools & Equipment

1. Personal Computer
2. Telephone
3. Copy Machine
4. Scanner
5. Calculator

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver's license
• For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

Please include your Driver's License Information under the Licenses and Certifications section of your application.

**Agencies may allow an exception based on other factors.