PSYCHIATRIC HOSPITAL FISCAL DIRECTOR 2 - 07232024-59967

Job Information

LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF MENTAL HEALTH AND SUBSTANCE ABUSE SERVICES, WESTERN MENTAL HEALTH INSTITUTE, HARDEMAN COUNTY

Qualifications

Overview

Responsibilities

1. Directs all fiscal services for a large or multiple state psychiatric hospitals with a complex financial operation.
2. Directs the preparation of complex and difficult management reports and supporting documents.
3. Coordinates contract activities of staff to ensure compliance, accountability and adequate and proper funding. 

1. Prepares and submits private pay and Medicare cost reports.
2. Sets rates to internal and external customers for services rendered.
3. Prepares complex and important financial activity reports for use by internal and external customers.
4. Processes complex and important accounting transactions in electronic databases.
5. Performs complex and important reconciliations of general ledger accounts against transaction queries, researched information, information provided by outside vendors, and individual transactions in electronic databases.
6. Prepares adjusting entries to reflect modified accrual or full accrual reporting in preparation of year-end financial statements. 

1. Completes risk assessments to determine appropriateness and function of internal financial controls.
2. Develops budget projections, workload requirements, and temporary and permanent staffing needs.
3. Estimates charges to other agencies for services provided to set rates. 

1. Designs and updates cost accounting systems.
2. Develops process improvement suggestions to enhance efficiency.
3. Establishes financial policies and procedures to improve agency efficiency.
4. Brainstorms workflow and process improvements with co-workers to enhance workplace efficiency and comply with audit suggestions. 

1. Develops buy-in with internal business partners for changing business processes and management objectives. 

1. Resolves issues with internal and external customers.
2. Resolves interpersonal conflicts between assigned subordinates or work teams to enhance teambuilding and generate a positive working environment. 

1. Prepares complex and difficult reports such as appropriation requests and/or work programs, along with supporting documents.
2. Records complex and important financial transactions in electronic databases, spreadsheets, and forms.
3. Documents assigned subordinates performance on an on-going basis to aid in performance evaluation. 

1. Prepares budget modification recommendations for submission to approving authority.
2. Monitors direct and indirect cost expenditures against hospital budget.
3. Monitors contracts, special funds and collections to ensure compliance with federal and state laws, rules, and regulations. 

1. Identifies appropriate candidates for vacant assigned positions.
2. Completes performance evaluations for assigned subordinates. 

1. Advises hospital administration with regard to financial issues and possible courses of action.
2. Serves as a subject matter expert on accounting policies, procedures, and systems for internal and external business partners. 

1. Monitors reported expenditures of program funds for allowable and accurate reporting.
2. Monitors revenue collections to determine congruence with assigned budget. 

1. Interprets federal and state laws, rules, and regulations for internal and external customers.
2. Interprets financial reports for non-accounting personnel in response to questions.
3. Interprets departmental rules and regulations for assigned subordinates and external customers to explain program parameters. 

1. Prepares budget for a large or multiple state psychiatric hospitals.
2. Determines whether or not candidates will be hired for vacant positions based on interviews and input from assigned subordinates.
3. Solves complex and important problems related to customer billing based on reporting and research.
4. Reviews and approves financial activity reports for use by internal and external customers.
5. Reviews and approves reconciliations of general ledger accounts against transaction queries, researched information, information provided by outside vendors, and individual transactions in electronic databases.
6. Reviews and approves accounting transactions in electronic databases to ensure accuracy and that appropriate accounting policies and procedures were followed.
7. Reviews and approves corrections to unusual account balances in electronic database based on results of research.
8. Reviews and approves rates to internal customers for services rendered.
9. Reviews and approves the billing of internal and external customers to ensure accuracy and compliance with set rates, contracts, and/or federal, state, and departmental rules and regulations. 

1. Reviews hospital budget to actual expenditure report in electronic database to determine availability of funds and/or discrepancies.
2. Audits monthly billing report to ensure the billing is in compliance with departmental policies, procedures, rules and regulations.
3. Audits complex and important invoices and billings for compliance with departmental policies and procedures, contract terms, federal and state laws and regulations.
4. Reviews performance evaluations submitted by subordinate supervisors to ensure compliance with Human Resources guidelines.
5. Audits aging report to determine proper actions in regards to delinquent accounts.
6. Audits monthly financial period closing reports to ensure there are no outstanding transactions.
7. Audits physical inventory reports submitted by assigned subordinates or others for completeness and accuracy.
8. Performs random audits of assigned subordinate work for quality control purposes. 

1. Makes recommendations to supervisor regarding assigned subordinate retention, reallocation, and/or termination.
2. Interviews candidates for vacant assigned positions to develop hiring recommendations. 

1. Analyzes complex and important general ledger transactions to ensure and verify the accurate recording and/or application of funds.
2. Analyzes issues identified by assigned subordinates to determine appropriate actions.
3. Reviews invoices for accuracy and appropriateness of expenditures. 

1. Develops strategies for achieving departmental goals during end of year closing based on deadlines and best practices.
2. Develops performance evaluation goals and desired work outcomes for assigned subordinates to evaluate and develop job performance.
3. Sets work goals and priorities based on policy, legislation, and available resources. 

1. Establishes and maintains a variety of important personal contacts with internal and external customers.

1. Plans, organizes and supervises the work of professional and sub-professional personnel in specialized accounting, budget, and financial functions.
2. Provides design guidance to assigned subordinates for the development of electronic spreadsheets and word processing documents.
3. Ensures that assigned subordinates prepare and distribute necessary reports to facilitate information dissemination. 

1. Communicates with internal business partners (e.g., central office staff) using multiple mediums to facilitate interdepartmental financial transactions.
2. Communicates with management team members using multiple mediums to keep them abreast of daily operations, special projects, and other unit functions.
3. Communicates with supervisors, co-workers, subordinates using multiple mediums to effectively relay work related information.
4. Talks frequently with assigned subordinates to discuss job performance and make recommendations for improvement and development. 

1. Maintains up to date, professional knowledge of generally accepted accounting principles.
2. Cross-trains with co-workers in assigned job duties to ensure continuity of operations and improve succession planning.
3. Attends department specific in-service training as required to enhance personal development. 

1. Communicates with external customers using multiple mediums regarding financial issues and/or requests for additional information. 

1. Researches unusual account balance changes to identify the source of the issue.
2. Gathers information from assigned subordinates to make informed budgetary decisions and other analyses.
3. Runs queries in electronic databases to provide information for accounting and management analyses. 

1. Identifies developmental needs of staff and coaches/mentors them to help improve their knowledge and skills.
2. Provides guidance to co-workers on financial related policies and procedures.
3. Instructs internal and external customers on use of electronic forms and spreadsheets to enhance efficiency. 

1. Manages long term projects to ensure timely completion of project milestones.
2. Prioritizes daily tasks to meet deadlines and facilitate efficient task completion.
3. Plans and schedules leave requests of assigned subordinates to ensure proper coverage. 

1. Runs aging report as required to identify delinquent accounts and level of delinquency.
2. Runs trial balance report to identify unusual account balance changes.
3. Generates finance status report as required to identify patients who should receive statements.
4. Runs monthly financial period closing reports prior to closing for review.
5. Runs monthly billing reports for review.
6. Runs accounting queries as required to identify incomplete transactions. 

1. Uses a computer to access email, create spreadsheets and documents, or to enter/retrieve information. 

1. Conducts meetings and activities to build trust and respect among team members.
2. Recognizes subordinate accomplishments to enhance morale and improve employee satisfaction. 

1. Prepares and maintains administrative and supervisory records and reports. 

1. Schedules training for assigned subordinates to enhance employee development.
2. Schedules staff meetings as required to facilitate interpersonal and inter-departmental goal achievement.

Competencies (KSA's)

1. Integrity and Trust
2. Intellectual Horsepower
3. Problem Solving
4. Directing Others
5. Priority Setting
6. Technical Learning
7. Timely Decision Making
8. Organizational Agility
9. Business Acumen
10. Conflict Management
11. Comfort around Higher Management

Knowledge:

1. Intermediate knowledge of administrative and clerical procedures and systems such as Microsoft Office (including Excel), managing files and records, designing forms, and other office procedures and terminology
2. Advanced knowledge of governmental accounting principles and practices, and the analysis and reporting of financial data
3. Advanced knowledge of business and management principles involved in strategic planning, resource allocation, leadership techniques, and coordination of people and resources
4. Basic knowledge of principles and processes for providing customer services
5. Intermediate knowledge of mathematics, including arithmetic, algebra, statistics and their application
6. Basic knowledge of personnel and human resources principles and procedures for recruitment, selection, and training

Skills:

1. Advanced skill in the management of financial resources
2. Intermediate critical thinking skills
3. Advanced skill in accounting and fiscal systems analysis
4. Advanced skill in accounting and fiscal systems evaluation
5. Intermediate skill in using mathematics to solve problems
6. Intermediate time management skills
7. Advanced judgment and decision-making skills
8. Complex problem solving skills
9. Advanced skill in monitoring/assessing performance of oneself, other individuals, or organizations to make improvements or take corrective action
10. Intermediate business writing skills
11. Intermediate skill in bringing others together to reconcile differences
12. Intermediate skill in motivating, developing, and directing people as they work

Abilities:

1. Ability to choose the right mathematical methods or formulas to solve a problem
2. Ability to listen to and understand information and ideas presented through spoken words and sentences
3. Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules
4. Ability to read and understand information and ideas presented in writing
5. Ability to communicate information and ideas in writing so others will understand
6. Ability to shift back and forth between two or more activities or sources of information
7. Ability to apply general rules to specific problems to produce answers that make sense
8. Ability to combine pieces of information to form general rules or conclusions (including finding a relationship among seemingly unrelated events)
9. Ability to communicate information and ideas in speaking so others will understand
10. Ability to tell when something is wrong or is likely to go wrong

Tools & Equipment

1. Computer
2. Telephone
3. Fax Machine
4. Printer/Scanner/Copier
5. Calculator

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver's license
• For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

Please include your Driver's License Information under the Licenses and Certifications section of your application.

**Agencies may allow an exception based on other factors.