Supervisor 1

State of West Virginia; Parkersburg (WV); On-site; USD 42,000 - 64,000; Full time

Job summary

State of West Virginia seeks a Clinical Supervisor of WIC at the Mid Ohio Valley Health Department in Parkersburg. The role will supervise five Office Assistant 2 staff, coordinate six-county coverage, and manage scheduling, leave, and travel expenses under limited supervision.

You will collaborate with Program Directors and county staff to ensure continuous operations, hire and evaluate staff, and enforce program policies across multiple programs within the six-county region.

Qualifications

• Graduation from a standard high school or equivalent.
• Four years of full-time or equivalent part-time paid experience in the area of assignment, one year of which must have been in a lead worker or administrative support capacity.
• Substitution: coursework from a regionally accredited college or university may be substituted for the required experience up to four years for non-trade positions.
• Substitution for Business/Trade Positions: Completion of an accredited course may be substituted for experience at the rate of 1,080 hours per year or related trade union-sponsored apprenticeship may substitute for equivalent full-time experience.

Responsibilities

• Coordinate and provide office coverage for six counties when routine staff is unavailable.
• Supervise and manage five full-time Office Assistant 2s across six counties and coordinate performance evaluations.
• Approve or deny leave requests, compensatory time, and travel expense settlements.
• Interview and select new Office Assistant 2 staff from Civil Services or temporary services.
• Coordinate scheduling and communication with Program Directors and Supervisors to ensure program coverage.

Skills

Lead worker

Administrative support

Education

High school diploma

Job description

Nature of Work

This position will be the Clinical Supervisor of WIC at the Mid Ohio Valley Health Department.

Responsibilities performed under limited supervision.

Responsible for complex and multi-faceted tasks requiring personnel for office coverage for six counties of a nine county Health Department when the routine staff is not available.

• Responsible for collaborating with daily phone calls, emails, faxes, and verbal communication with six Program Directors, Coordinators, Supervisors and staff in six county sites.
• Responsible for evaluating circumstances for coverage and making decisions and approvals on demand as to the Office Assistant who will cover, from what program, and where each staff person will be delegated to cover. This process could involve communicating with program staff such as nurses and sanitarians. Failure to do this in an accurate manner could point to disruption of the working operations of the county site, with loss in time and finances.
• Responsible for coordinating and providing a full time receptionist for the agency. This includes scheduling coverage for leave requests, emergency circumstances, breaks and lunches. When applicable, required to access a pre-establish agency "rotation roster".
• Responsible for contacting Program Directors for assistance from their staff for coverage. The impact and consequences of not having office coverage available would disrupt the operations and affect loss of time, funds, and the daily outcome of multiple programs and personnel in a six county region.
• Responsible for directly supervising and management of five (5) full-time Office Assistant 2's for a multi-regional six (6) County Health Department, with multiple programs. Responsibilities include the following:
• Responsible for completing the WV Job Performance Evaluations, three (3) time a year for five (5) full-time Office Assistants 2's and reviewing with each Program Director, prior to employees review. Scheduling quarterly site visits in five (5) counties. When applicable, it may require additional site visits for special circumstances and/or problems and concerns.
• Responsible for approval or denial of Annual and Sick Leave requests.
• Responsible for approval or denial of Compensatory and Schedule Adjustment of work time.
• Responsible for approval and signature of Travel expense settlements.
• Responsible for completing complex monthly individual work schedules for daily and specific assignments for (5) Office Assistants 2's.
• Responsible for interviewing and making the final decision for hiring of new Office Assistant 2 employees. This includes interviewing and screening applicants from Civil Services, and/or other multiple Temporary Services for hiring or job duties in multiple programs.
• Request signature on proper form and submit to Executive Director to hire new OA 2's.
• Responsible for investigating and objectively resolving and/or finding solutions to personnel issues, work related problems, and concerns with OA's and co-workers in multiple programs. Steering the employees away from a possible grievance situation.
• Responsible for collaborating with each OA concerning time management and the most efficient manner of managing job assignments.
• Responsible for setting realistic deadlines and guidelines the employee can attain, especially when the agency is short of staff in multiple programs.
• Responsible for providing documentation of concerns, problems or disciplinary action taken.
• Establish unit policies and procedures for five (5) OA 2's. This would include procedure guides for appointment scheduling multiple programs, individual job assignments procedures/policies within the program unit.
• Responsible for daily collaborating and communicating directly with Program Directors/Supervisors/Personnel to assist/support when finding solutions to daily employee problems, schedule updates, changes, concerns, or regarding Program changes, updates and compliance of regulations of policies and procedures.
• Responsible to attend monthly meetings with Program Directors, Supervisors to review, discuss, update or make changes in staff scheduling problems regarding coverage.
• Responsible for scheduling and coordinating quarterly meetings for Regional Office Assistants 2' s, in conjunction with the Clinical Directors Regional Nurses Meetings. This would include scheduling of dates/times/locations. Meetings include review and discussion of multiple program and or policy changes, updates, reviews, office management problems/concerns, and employee concerns/needs/questions. Review of Quality Assurance Evaluations, if applicable.
• Responsible for scheduling individual Office Assistant 2' s quarterly visits to Regional four (4) county sites.
• Responsible for scheduling site visits on demand, when situations or problems occur with individual programs and/or Office Assistants and/or co-workers.
• Responsible for yearly Quality Assurance Evaluations of all Medical Records for Clinical Services. This task is coordinated and scheduled with the Public Health Clinical Director to visit our six (6) County Regional Offices. This evaluation includes multiple programs. The process is to target specific Program compliance. Once completed, responsible for submitting a full written report of the findings to the Clinical Director and mailing copies of the findings to each county, along with updates and changes to implement the requirements for each Programs state or local requirements.
• Other duties as assigned.

Minimum Qualifications

Training

Graduation from a standard high school or equivalent.

Experience

Four years of full-time or equivalent part-time paid experience in the area of assignment, one year of which must have been in a lead worker or administrative support capacity.

Substitution

Course work from a regionally accredited college or university may be substituted for the required experience up to four years for non-trade positions.

Substitution for Business/Trade Positions

Completion of a course accredited by the Department of Education may be substituted for experience at the rate of 1,080 hours per year. OR Completion of a related trade union-sponsored apprenticeship program may be substituted for equivalent amount of full-time experience.

Other Information

State employment offers a variety of benefits.