Administrative Services Manager 3 - DHHR - Kanawha Co.

at  State of West Virginia

NATURE OF WORK

The Operations Staff Manager (OSM) manages the Operational Services Division (OSD) of the office of the Chief Medical Examiner (OCME) which is comprised of up to 60 subordinate positions overall, including direct supervision of 4 separate section supervisors. Under the direction of the Chief Administrator or the Chief Medical Examiner, the OSM manages the Operational Services Division of the OCME through the direct management of the Autopsy & Decedent Services Section (ADSS) supervisor, Investigative Services Section (ISS) supervisor, Forensic Toxicology Services Section (FTSS) supervisor, and the Maintenance & Custodial Section (MCS) staff members. The work and tasks performed by the OSD includes professional, administrative, technical, and clerical services in direct support of the physicians in the areas of autopsy; investigations; forensic toxicology; and equipment maintenance and repair. In addition, the OSM serves as the backup for the Chief Administrator in his or her absence. The OSM is directly responsible for planning and approving daily workflow assignments; developing and refinement of processes, policies, and procedures; ensuring that all tasks are performed in compliance with all applicable rules, regulations, law and statutes; making case by case decisions in priority or abnormal situations; and maintaining the situational awareness and ability to perform all functions within the division. Managing the Autopsy & Decedent Services Supervisor with a technical staff of 18 which are responsible for direct support of the physicians in the conduct of autopsy that includes evisceration, sample/evidence collection, photography, x-rays, fingerprinting, completion of clerical duties associated with each case, toxicology & Histology transfer to the FTSS, decedent census and storage management, cleaning and maintenance of the autopsy suite and equipment, processing of evidence for transfer to law enforcement, laundry services, interaction with law enforcement, and other duties as assigned. The Family Support Coordinator position also resides within the ADSS, and has the responsibilities to work with families and other entitles to help gather information, records, and evidence needed to complete forensic identification of John/Jane Doe cases. Managing the Investigative Services Section Supervisor/Chief Investigator with a professional staff of 21 which are responsible for maintaining 24/7/265 operations that includes death reports from all 55 counties, initiation of cases in the case management system, receiving and release of decedents from OCME custody, direction and dispatch of County Medical Examiners across the state, direction and dispatch of decedent transport vendors across the state, consultation with the on-call forensic pathologist, authorship of initial case narratives, fingerprinting, criminal record checks, board of pharmacy inquires, contact with families and funeral homes, continuous interaction with hospitals, providers, emergency medical services, and law enforcement, and entries into the electronic death reporting system. Managing the Forensic Toxicology Services Supervisor with a professional and clerical staff of 14 which are responsible for accessioning samples from autopsy and the County ME’s accessioning of representative tissue samples, preparation of samples for in-house testing or shipment to outside laboratories, STAT testing when requested, conduct of detection assays on various instruments, conduct of quantifications assays, conduct of confirmatory assays, communication of analysis results to physicians, preparation of toxicology reports, preparation of histological slides, and other duties as assigned. Supervising the Maintenance and Custodial Section staff, whose duties include janitorial and maintenance services for the OCME. Ensures that daily janitorial services for the entire facility are completed as thoroughly, efficiently, and professionally as possible on a daily basis. The OSM is the point of contact for the OCME to submit work-orders, service calls, emergency repairs, routine maintenance requests, and any other requests associated with the physical plant equipment utilized by the OCME. The OSM is also responsible for addressing complaints and issues from stakeholders in the areas of medicolegal death investigations, funeral homes, County Medical Examiners, Decedent Transportation Vendors, and elements of law enforcement that are escalated to the OSM level from the staff and section supervisors. Responsible for addressing any errors made by the OCME staff directly if within the OSD, through the ASM if within the ASD, and through the Chief Administrator whenever necessary or appropriate. The OSM position must maintain a detailed understanding of all of these essential functions in order to maintain the ability to perform any or all of them in case of absence of the primary staff member assigned and to maintain a common operational picture of where each function nests within the overall function of the OCME. The OSM position utilizes this detailed understanding to develop policies, procedures, protocols, improvement and prioritization that best serves the overall accomplishment of the OCME mission. The OSM directs the work of subordinates, including but not limited to: planning work assignments; personal and professional development; evaluation and analysis of employee work; policy, procedure, and protocol development to ensure best practices in support of the OCME mission; and compliance with complex rules, regulation, policies and statutes that are consistently dynamic. The successful candidate will be required to make independent decisions concerning administrative tasks and functions within a highly complex office that operates in a constantly changing environment, ensuring continued readiness to fully functioning the capacity of any subordinate assigned to the OSD of the OCME in his/her absence. The position resides within the OCME facility, where all staff members may be exposed to the sights, sounds, and smells associated with death. All positions within the OCME require a successful completion of a background check as a condition of employment.
IMPORTANT: Your eligible score will be based on information provided in your application; therefore, make sure your application is detailed and complete. You MUST complete ALL parts of the application, including the Work Experience section.
ATTENTION: Applicant must verify post high school education by submitting an official transcript or diploma, training or licensure earned pertaining to this position by the closing date of the posting, if not previously verified. If you are claiming Veterans preference, please submit “MEMBER 4” form and/or your VA Letter. Protecting your personal information is our highest priority. If your official transcript, training/licensure, or Veterans documentation contains your Social Security Number and/or birthdate, please redact that information before submitting it to the Division of Personnel.
Please attach documents to the online application before submitting it. Or, you may email it to: applicantservices@wv.gov or by mail to: WV Division of Personnel, 1900 Kanawha Blvd. E., Building 3, Suite 500, Charleston, WV 25305.
This announcement is for one or more specific vacancies and only applies to the location(s) indicated. Your application will remain active for this job for 180 days or until the job is filled. Application for this job does not automatically qualify you for other positions. Be sure to submit your application for each position of interest. To receive an email notice anytime jobs in this or other categories are posted, you may choose to complete a Job Interest Card from the slide-out menu located at the top left of our Job Opportunities page.

MINIMUM QUALIFICATIONS

Training: Graduation from an accredited four-year college or university with a degree in the area of assignment.

(1) EXPERIENCE AS DESCRIBED BELOW MAY SUBSTITUTE FOR THE TRAINING REQUIREMENT ON A YEAR-FOR-YEAR BASIS.

(2) FOR POSITIONS IN THE ACCOUNTING, AUDITING AREA OF ASSIGNMENT, CERTIFICATION OR REGISTRATION AS A PUBLIC ACCOUNTANT IN WEST VIRGINIA MAY BE SUBSTITUTED FOR THE TRAINING AND TWO YEARS OF THE REQUIRED EXPERIENCE.Experience: Six years of full-time or equivalent part-time paid administrative or supervisory experience in the area of assignment.
Special Requirement: A valid driver’s license may be required.

Please refer the Job description for details