Support Services Director

Support Services Director

The Montana Department of Public Health and Human Services (DPHHS) has a career opportunity within the Healthcare Facilities Practice / Montana Veterans Home. The Montana Veterans' Home is a Medicare/Medicaid and Veterans' Administration certified facility that has been providing services to veterans since 1896. Admission is for honorably discharged veterans who qualify for skilled/intermediate nursing care or domiciliary self-care living. Spouses of veterans may be admitted on a space-available basis. The Support Services Director serves as the Chief Financial Officer for the entire facility and is a key member of the facility management team. Oversees Fiscal Services and Support Services including Accounting, Environmental Services (Housekeeping and Laundry), Maintenance, Safety and Dietary functions.

Our mission at DPHHS is serving Montanans in their communities to improve health, safety, well-being, and empower independence. By joining our department, you will have the opportunity to perform meaningful work in public service to our state and its residents. The State of Montana's comprehensive benefits package includes healthcare coverage, retirement plans, paid vacation, sick leave, and holidays, work/life balance, and eligibility to participate in the Public Service Loan Forgiveness (PSLF) program. In addition, DPHHS is the largest state agency with a wide range of advancement opportunities whether you are joining the workforce or have several years of experience.

Essential Functions (Major Duties or Responsibilities):

Key responsibilities include:

• Provides solution focused strategies with budget findings/shortfalls to the management team.
• Provides direction on overall support services objectives, operations, and communications; serves as the subject matter expert for the Support Services Department; and advises the Facility Administrator with critical decision-making on issues that impact these areas.
• Provides leadership and direct supervision to sixteen staff and manages a total of 36.55 FTE.

A. Management of Financial/Budget Function (45%)

• Serves as the Chief Financial Officer and directs all the financial and budget activities.
• Oversees accounting and collaborates with payroll to ensure financial processes and transactions are in compliance with policies and procedures, including federal, state, and county regulations.
• Develops detailed monthly, quarterly, and annual budget reports for the Facility Administrator and HCFP Healthcare Facilities Financial Manager.
• Provides solution focused strategies with budget findings/shortfalls to the management team.
• Determines new fiscal policies or updates policies as needed.
• Audits and analyzes cost control records maintained by the various departments; evaluates past and current performance and interprets the effects of transactions on the facility budget.
• Reviews federal and state certification and survey requirements; prepares for inspections and coordinates any post survey plans of correction.
• Prepares and calculates annual Medicaid and Medicare cost reports and submits annual reports to state and federal agencies.
• Uses the MCA to annually evaluate cost of care and using data provides recommendations on per diem adjustments to the daily room rates to the Facility Administrator, HCFP Budget Analyst and HCFP Facilities Financial Manager.
• Prepares revenue and expenditures budget projections and recommends budget adjustments as necessary.
• Analyzes budget appropriations and collaborates with the HCFP Budget Analyst and HCFP Facilities Financial Manager on development of the biennium budget.
• Maintains current knowledge in State Procurement Protocol and communicates to staff purchasing agents and monitors facility procurement practices to ensure ongoing compliance.

B. Personnel Management (40%)

• Provides leadership and direct supervision to sixteen staff.
• Oversees overall staff activities by monitoring quality and quantity of work through subordinate supervisors. Approves supervisors' work plans for the food service staff and maintenance workers.
• Determines and communicates changes in processes or priorities.
• Ensures staff compliance with personnel rules, regulations, and policies.
• Mentors, coaches, and supports staff development; conducts performance appraisals, implements annual performance goals and implements constructive discipline as necessary.
• Coordinates recruitment and selection of staff.

C. Other Management Activities (15%)

• Provides direction on overall Support Services objectives, operations, and communications; serves as the subject matter expert for the Support Services Department; and advises the Facility Administrator with critical decision-making on issues that impact these areas.
• Represents the facility at forums and communicates with the general public, unions, veterans' service organizations, local government agencies and other stakeholders.
• Participates with collective bargaining negotiations.
• Ensures survey readiness for the Support Services departments for both VA and State OIG inspections and develops or assists with development of plans of correction for any deficiencies cited.
• Directs the facility safety program and coordinates and chairs the monthly facility Safety Committee. Collaborates with the Office of Human Resources Safety Office on continuous quality improvement initiatives to maintain a safe workplace and culture in the facility.
• Oversees facility contract administration with service/maintenance vendors and works with the Grants/Contracts Coordinator to negotiate required contract renewals for the operation and ongoing licensure of the facility.
• Participates in Quality Assurance and other committees as needed/required.
• Other duties as assigned

Physical and Environmental Demands: Typical office environment, but work hours may exceed a 40-hour work week. Occasional travel may be required with advance notice. This position is open until filled.

Minimum Qualifications (Education and Experience): Bachelor's degree in healthcare, organizational management, finance, accounting, business, economics, public administration or related field. Five years' financial management, leadership and business operations experience in a business or health care setting. Two years of supervisory experience. Preferred knowledge of Generally Accepted Accounting Principles (GAAP). Equivalent combinations of education and experience may be considered on a case-by-case basis.

Knowledge, Skills and Abilities (Behaviors): Required for the first day of work: Knowledge of financial management, budget projections, and contract administration. Knowledge of business operation principles and practices. General knowledge of Human Resource Management principles and practices. General knowledge of quality improvement practices and strategies. Exceptional written and verbal communication skills. Facilitation, persuasion, and negotiation skills. Ability to exercise independent judgment and resolve complex situations. Ability to motivate and coach staff on strengths and areas of improvement. Effective leadership skills.

Location: Columbia Falls