Administrative Services Supervisor

Administrative Services Supervisor

Clackamas County's Behavioral Health Division is seeking an experienced and adaptable professional to serve as the Administrative Services Supervisor, supporting both division locations: the Red Soils Campus in Oregon City and the Clackamas Mental Health Center (MHC) Urgent Walk-In Clinic in Happy Valley. This dynamic role provides leadership and oversight for the Program Support Team, which delivers administrative, system, and operational support across the entire Behavioral Health Division.

This position is responsible for supervising program support staff, managing workflows and procedures across locations, and ensuring consistency in administrative systems and procedures. Key responsibilities include managing office operations, implementing and maintaining automated systems, supporting onboarding and credentialing processes, overseeing Electronic Health Record System and billing support, records requests, and supervising Division Human Resources Liaison functions. The Administrative Services Supervisor will be responsible for ensuring compliance with county policies, HIPAA regulations, and liaising with other Divisions and Departments as needed to address operational and administrative coordination needs. The Administrative Services Supervisor plays a vital role in maintaining efficient, policy-compliant operations in a fast-paced, multidisciplinary behavioral health environment. This position also acts as a liaison between Division leadership and the operations and system support staff team they supervise to ensure duties are appropriately assigned and balanced amongst the team members. They will train new staff, manage schedules, provide individual supervision, conduct team meetings, and direct administrative and operational work.

Required Minimum Qualifications/ Transferrable Skills:

• Minimum of seven (7) years of experience that demonstrates the skills and knowledge to perform the duties of the position of which two (2) must include lead or supervisory responsibilities.
• Experience analyzing processes, policies, and procedures relevant to records management, medical billing, and electronic health record system support; identifying opportunities for process improvements and implementing solutions.
• Experience supporting office operations such as liaising with facilities, schedule management, and leading administrative projects.
• Experience evaluating workflow and re-prioritizing to meet business needs in a fast-paced environment.

Preferred Special Qualifications/ Transferrable Skills:

• Experience working in a healthcare, behavioral health, or social services setting.
• Experience working within and managing multiple systems, including but not limited to: project management platforms, EHRs, Microsoft Office suite, and Oracle-based software.

Pre-Employment Requirements:

• Must pass a criminal history check which may include national or state fingerprint records check
• Driving is required for County business on a regular basis or to accomplish work. Incumbents must possess a valid driver's license, and possess and maintain an acceptable driving record throughout the course of employment.

Typical Tasks:

• Administrative Oversight & Program Support
  Oversee the daily administrative operations of the Behavioral Health Division, including supervision of administrative, billing, systems, and clerical support staff.
• Manage and coordinate office services across multiple program areas, ensuring consistency and efficiency in workflow and operational procedures.
• Serve as liaison between operations and system support staff and program supervisors to ensure seamless communication and alignment of administrative services.
• Supervision & Staff Management
  Directly supervise and evaluate staff including billing specialists, systems administrators, health records technicians, and clerical clinic staff.
• Provide leadership, coaching, and professional development opportunities to support staff growth and performance.
• Develop and maintain staff work schedules and assignments based on program needs and individual capacities.
• Operational & Systems Administration
  Coordinate and maintain internal administrative systems such as scheduling, file management, and document processing.
• Ensure compliance with HIPAA and county policies related to client records, data privacy, and secure communication.
• Troubleshoot and resolve system issues and serve as point of contact for administrative technology support needs.
• Budget Coordination & Purchasing
  Monitor and track divisional operations budgets; assist with budget preparation for operations and administrative team.
• Oversee purchasing and inventory processes for office and program supplies, ensuring alignment with fiscal policies and budgetary guidelines.
• Process Improvement & Quality Assurance
  Identify opportunities for operational improvements and lead implementation of administrative efficiencies.
• Develop and document standard operating procedures to support consistent performance across teams.
• Participate in quality assurance activities and contribute to program audits and compliance reviews.
• Communication & Stakeholder Coordination
  Facilitate communication between Behavioral Health administrative services and other divisions, vendors, and stakeholders.
• Coordinate internal communications to ensure timely dissemination of updates and directives from management.
• Represent administrative services in department meetings, interdepartmental projects, and external collaborations as assigned.

Work Schedule:

This position is included in the County's alternate workweek program, working 40 hours during a standard workweek of Monday through Thursday (Fridays off). Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended. This position is eligible for hybrid on-site/telework subject to the and based on the Department's business needs. The exact amount of on-site/telework and schedule will be discussed with the hiring manager during time of offer. Telework locations cannot be located outside of Oregon or Washington. Washington residents must perform 50% of their time on-site at Clackamas County.

Explore Clackamas County:

Clackamas County is in a prime location in the Portland, Oregon metropolitan area and is recognized nationally as one of the most livable areas in the United States. Located on the southern edge of the City of Portland and extending to the top of Mt. Hood, Clackamas County is part of a thriving region in the Northwest. It has a population of about 420,000 residents.

About the Department:

The Clackamas County Behavioral Health Division strives to provide excellent mental health, substance use, care coordination, forensic, and peer services to those individuals who receive the Oregon Health Plan, Medicare or are uninsured and living in Clackamas County. Services are either provided by our own staff or through referral to partner providers located throughout the county.

Mission Statement: We lead and learn with equity in serving individuals, families, and communities by providing access to high quality healthcare, housing, and services that strengthen social and economic resilience.

Vision Statement: Individuals, families, and communities are resilient and thriving.

H3S is committed to improving programs and ensuring better outcomes for the people served, and focuses on the following goals:

• EMPOWERED AND THRIVING STAFF - H3S staff are empowered, engaged and have a sense of belonging while being valued and supported to thrive.
• EQUITY DRIVEN SERVICES - H3S promotes and provides accessible, equitable and culturally responsive services.
• ORGANIZATIONAL EXCELLENCE & CONTINUOUS QUALITY IMPROVEMENT - H3S operates consistently, efficiently and effectively as a cohesive department, using our individual and collective skills and expertise.

Application Process:

Clackamas County only accepts online applications.

Help With Your Application:

If you have any questions or issues you may contact the Department of Human Resources at 503-655-8459 or mailto:jobs@co.clackamas.or.us?subject=Application%20Materials%20Question. Our office hours are Monday - Thursday 7:00 a.m. - 6:00 p.m. Pacific Time (closed on Fridays).

How to Claim Veteran's Preference:

Clackamas County does not offer visa sponsorships. Once a job applicant has accepted a position, they will be required to complete an I-9 and confirm authorization to work in the United States prior to their first day.

Equal Employment Opportunity:

Clackamas County is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the Department of Human Resources prior to the recruitment close date. You may request an accommodation during the online application process.