Job Information
The City-County of Butte-Silver Bow Administrative Health Specialist - Clerk II in Butte, Montana
Administrative Health Specialist - Clerk II
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Administrative Health Specialist - Clerk II
Salary
$18.86 Hourly
Location
Silver-Bow County, MT
Job Type
Full-time, Regular
Job Number
2025-015
Department
Health Department
Opening Date
03/19/2025
Closing Date
4/2/2025 11:59 PM Mountain
FLSA
Non-Exempt
Bargaining Unit
Clerks
Description
Benefits
General Statement of Duties / Distinguishing Features of the Class
We are seeking a candidate who promotes and supports population health by providing a variety of administrative and technical services, such as providing specialized, technical, program- or department-specific information to internal and external customers; organizing and verifying patient records, bills and statements; coding patient diagnoses and requesting payment from insurance companies and individuals; recording and processing patient data, including treatment records, insurance information, bills and payments; setting up payment plans for patients; assisting in development and management of policies/procedures; assisting in maintaining personnel files, including tracking professional CEU's; assisting in budgeting and purchasing processes; assisting with timesheet review; and assisting the Health Department's leadership team.
This position is covered under a Collective Bargaining Agreement between the City-County of Butte-Silver Bow and the Federation of Butte-Silver Bow Public Employees, Local no. 4372, MFPE Clerks.
The successful candidate:
Has knowledge of the core functions and essential services of public health, public health principles and disease processes.
Answer telephones for programs located in the Health Department
Assists with billing for the Immunization program, reviews information before the generation of claims to private insurance, Medicaid and Medicare; reviews claims for errors before sending to clearinghouse; submits to clearinghouse; uploads billing batches and submits to payers; corrects errors on claims found in clearinghouse; bills out balances once insurances have paid; and processes claims in a timely and accurate manner.
Assist with management of electronic remittance payments from Medicare and Medicaid, Palmetto Railroad, UHC, Altius, TransActRX and other electronic payment systems and posts to Patagonia system; reports credit card and cash payments; checks client insurance eligibility; reports payments to Treasurer's office; reconciles deposits to daysheets; and files A101's to deposits.
Schedules appointments, updates records, compiles charts, and enters administered immunizations.
Brings deposits, claims, invoices, contracts, timesheets, mail and other correspondence to Courthouse. At Courthouse, picks up checks, payroll, A-101's, etc., for return to Health Department.
Researches client immunization records.
Oversees rotation and storage of records, and schedules destruction of documents, according to policy and regulation.
Types correspondence and performs related duties.
Files medical and miscellaneous documents.
Attends meetings, conferences, workshops and Webinars, as requested and authorized.
When needed, secures building at end of business day.
Copies, faxes, prints, scans.
Demonstrates basic mathematical calculations.
Demonstrates effective written and oral communications.
Demonstrates ability to work independently and in teams.
Demonstrates knowledge and use of computerized data management systems.
Has knowledge of emergency preparedness, at home, work and in the community.
Has knowledge of incident command structure and its use.
Examples of Essential Work (Illustrative Only)
Under general supervision and/or as part of various work groups and teams, the Administrative Specialist performs the following functions within the overarching framework of the Butte-Silver Bow Health Department's provision of the core functions and essential services of public health.
Public Health Sciences
Provides specialized and/or technical department- and program-specific information that requires limited interpretation of established policies, procedures and other relevant sources to internal and/or external customers over the telephone, in writing and/or in person.
Schedules, registers, checks in and checks out clients.
Establishes, maintains, codes, modifies, tracks and/or retrieves information and compiles data that may require information searches through files, contracts, records or computer files, including spreadsheets and/or customized database applications; enters, obtains and/or verifies information and makes sure the appropriate disposition of information follows established, clearly defined methods and guidelines.
Has discussion with internal and/or external customers to establish program-specific documentation and/or identify services needed.
Assists and/or orients co-workers, as assigned and consistent with job duties.
May modify and update desk procedures that relate to assigned work.
May attend and take minutes at meetings.
May schedule meetings and maintain calendars for senior leaders, program managers and/or organizational units/programs.
Community Dimensions of Practice
Gathers, organizes and provides public health information and data with individuals, community groups, other agencies, internal customers and the general public about physical, behavioral, environmental, social, economic and other issues affecting the public’s health.
Prepares public health documents and reports.
Analysis and Assessment
- Collaborates in the Butte-Silver Bow Health Department’s community health assessment and health improvement planning and intervention activities as needed. Collects samples, conducts field tests, collects and analyzes environmental public health data, interprets results and makes recommendations for corrective action(s).
Leadership and Systems Thinking
With supervision, manages projects that support public health interventions.
Adheres to Occupational Safety and Health Administration standards relevant to job duties, such as exposure to blood-borne pathogens.
Policy Development and Program Planning
Researches and summarizes specialized or technical information from varied sources.
Provides administrative and technical support to department activities related to development and implementation of community health assessment, planning, program and policy development, and implementation activities.
Adheres to ethical principles and HIPAA regulations in the collection, maintenance, use and dissemination of data and information.
Maintains, updates, and uses computerized data management systems and uses related information to improve program operations.
Collaborates in the development of and provides technical and administrative support to departmental quality improvement, performance management and evaluation activities.
Communication and Cultural Competency
Answers telephones, screens calls, responds to inquiries and/or refers callers to appropriate agencies or departments/divisions.
Under general supervision, composes, drafts, types and/or word-processes, proofreads and edits documents, contracts and/or correspondence to ensure these conform to the appropriate use of language and established procedures.
Process mails and emails by attaching related correspondence or information before forwarding, responding to mail when appropriate, responding to mail that can be handled personally, identifying priority and/or time-sensitive matters, and maintaining security and confidentiality.
Uses appropriate methods for interacting effectively and professionally with people of all ages and from diverse cultural, socioeconomic, educational, racial and ethnic backgrounds, sexual orientations, lifestyles and physical abilities.
Adheres to ethical principles and Butte-Silver Bow Health Department policy in the collection, maintenance, use and dissemination of data and information.
Financial Planning and Management
- With supervision, performs administrative and technical activities related to department and/or program purchasing, according to departmental policies and procedures.
Other
Performs public health emergency response duties as assigned and consistent with job classification and training provided, in response to threats to the public’s health.
Participates in department and community emergency response training and drills in support of disaster preparedness consistent with job classification.
This position is responsible for using quality improvement (QI) and performance management (PM) processes and/or techniques to improve the effectiveness of the respective public health program. This includes, but is not limited to, creating, implementing, and evaluating performance standards and identifying, implementing, and assessing program quality improvement processes.
Assumes responsibility for own professional growth and development by pursuing education, participating in professional committees and work groups and contributing to a work environment where continual improvements in practice are pursued.
Performs other duties as assigned consistent with job classification.
Performs all duties and work assignments in a safe, healthy, and environmentally sound manner. Specifically, complies with the Health & Safety Program; maintains work area in a safe and orderly manner; identifies and reports unsafe conditions; reports all accidents; wears required personal protective equipment; and attends safety-related meetings, training sessions, fit testing, etc.
Performs all duties and work assignments in compliance with project quality requirements.
Acts responsibly and ethically, and in conformance with generally accepted business, occupational, and professional standards.
Performs other duties as assigned.
Behavior Expectations
Treats others with courtesy and respect in all interactions.
Responds with flexibility to changing needs.
Manages multiple tasks and deadlines.
Supports and promotes the department’s mission, vision and core values.
Promotes team and organizational learning.
Required Experience, Training, Knowledge, Skills, and Abilities
Required Knowledge, Skills and Abilities
Knowledge of the core functions and essential services of public health.
Knowledge of general office principles and practices.
Knowledge of software applications relative to the position assignment.
Knowledge of basic accounting and mathematics.
Knowledge of proper grammar, usage and spelling.
Knowledge of action tracking on specific work assignments or other items related to work position.
Keyboarding skills, ability to type 45 words per minute.
Ability to keep accurate reports and records.
Oral and written communications skills.
Organizational skills.
Customer service skills – in person and via telephone (discretion, patience, etiquette, professionalism).
Working conditions while performing essential functions:
General office setting in Health Department facility, as well as occasionally in community sites.
Work performed in the community is sometimes subject to conditions that range from inclement weather to dangerous conditions, such as snow/ice, cold, heat, noise, wetness/humidity, vibration, sudden temperature changes, and poor illumination at the job site or due to travel on the job.
Travel to and from field locations may subject worker to increased risk of driving hazards.
Community locations may subject worker to communicable disease, insects and other disease vectors, toxins, hazardous materials, chemicals and animals.
In all settings, employees in this classification may occasionally need to relate to members of the public who exhibit challenging, atypical or hostile behaviors and/or communication.
Equipment used to perform essential functions:
- Including, but not limited to, computer, fax, copier, multi-line telephone and personal or county vehicle.
Reports to:
- Operations Director
Directs work of:
- None
Blood-borne Pathogen Risk Code: None X Low _ Medium High __
Acceptable Experience and Training
High school diploma or GED. One year post-high school education involving computers, software, accessories and/or accounting. Associate's degree preferred.
Two to four years of experience in office and system support.
Valid Montana driver's license, current certificate of vehicle insurance, and access to reliable transportation to all assigned work locations.
National Incident Management System (NIMS)/Incident Command System (ICS) 100, 200 and 700 certification within four (4) months of employment.
Required Special Qualifications
Must possess a current Montana Driver’s license or have the ability to obtain one within a reasonable period of time after employment.
Must be a resident of Butte-Silver Bow during employment according to Butte-Silver Bow Ordinance:
“2.08.010 Residence during employment.
From and after October 1, 1979, all employees of the local government of Butte-Silver Bow shall be bona fide residents within the boundaries of Butte-Silver Bow during the period of their employment by the government of Butte-Silver Bow.
(Ord. 85 § 1, 1979)”
Essential Physical Abilities
Due to the need for all Health Department personnel to respond to public health emergencies, the employee must be assessed for ability to meet the physical demands of performing the following activities:
Must be able to be fitted and wear NIOSH 95 mask.
Engage in the following movements: Climbing, balancing, stooping, kneeling, crouching, reaching, standing, walking, lifting, grasping, feeling and writing and repetitive motions.
Exert up to 30 pounds of force occasionally, and/or a negligible amount of force constantly to move objects.
Hearing ability sufficient enough to communicate with others effectively in person and over the telephone.
Visual ability must be sufficient enough to read typewritten documents, computer screen and drive a vehicle.
If unable to demonstrate these abilities based upon a standardized, objective assessment performed by an occupational health professional, all reasonable accommodations will be made, in compliance with the Americans with Disabilities Act and any other applicable federal and Montana law.
Additional Knowledge, Skills, and Abilities
Adaptability/Flexibility: Ability to meet changing conditions with ease and to learn new duties, methods and procedures.
Appearance: Maintains neatness, appropriateness of dress and hygiene per dress code.
Attendance/Punctuality: Ability to be on time for work and attend mandatory meetings/in-services.
Communication: Ability to convey ideas and information in both oral and written forms; ability to provide information on a timely basis that is concise and easily understood by others; legibility and accuracy of documentation.
Cooperation: Attitude toward work and the spirit in which assignments are accepted, inter-disciplinary team functioning, ability to work with others of same or different discipline, and contributions as a team player.
Courtesy: Ability to cooperate with others to get the job done; courtesy toward clients, visitors, co-workers and peers.
Dependability/Accountability: Degree to which employee accepts responsibility for defined duties; participates in planning for coverage during absences and follows through with agreed-upon tasks and goals within agreed-upon time frames.
Energy: Enthusiasm for work, degree of commitment to organization philosophy.
Initiative: Ability to be self-starter, demonstrates creativity and offers constructive suggestions/solutions for problem-solving, and performs well independently.
Judgment: The degree to which the proper number of facts, commensurate with the problem, is gathered before a decision is made, ability to use discretion and reasoning in problem-solving, appropriateness of decisions.
Planning/Organization: Ability to identify issues, set priorities, act efficiently and use resources.
Professionalism: Ability to maintain stable performance and behavior when faced with opposition, pressure and/or stressful conditions; ability to demonstrate a non-judgmental attitude and acceptance of patients whose moral, religious or cultural beliefs differ from one’s own; adherence to agency policies and procedures; can independently resolve interpersonal conflicts and uses proper chain of command; exhibits discretion and maintains patient confidentiality while discussing patient information only with those directly involved with the patient’s care and welfare.
Productivity: Ability to meet organization’s expectations regarding performance in job area; ability to manage time efficiently.
Technical Skills: Maintains and applies the knowledge and technical skills necessary to fulfill the position requirements per skills” inventory self-assessment and professional staff competence assessment (if applicable).
Use of Time: Uses work time appropriately for the job; not for personal business.
Additional City-County information
This job description is a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities. Tasks and duties of the employee may differ from those outlined above.
The City-County is an Equal Employment Opportunity Employer. It does not discriminate on the basis of race, color, religion, sex, age, national origin, physical disability, or veteran status.
This position offers benefits according to a Collective Bargaining Agreement.
Employer
City and County of Butte-Silver Bow, MT
Address
155 W Granite Suite 209 Butte, Montana, 59701
Phone
406-497-6430
Website
https://www.co.silverbow.mt.us/
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