Group Manager Job at Dept of State Health Services
Dept of State Health Services Austin, TX 78756
$4,599 - $6,066 a month
Serves as the Lab Supply Group Manager. Under general supervision, performs moderately complex supervisory program work and technical assistance within the Quality Assurance Unit of the Laboratory Services Section (LSS). Oversees and manages day-to-day program operations related to support services of the LSS regarding laboratory supplies, shipping and inventory. Responsible for identifying problems and recommending solutions. Creates and consults with programs, providers, governing agencies and laboratory staff regarding program guidelines, policies, procedures, rules and monitors. Supervises, hires and posts vacant positions; develops screening criteria, interview questions and selection criteria related to the program area; of shipping regulations and specimen acceptance criteria directly related to testing supplies. Monitors compliance with procedures and policies and reviews and approves documents developed and completed by employees to ensure professional quality and appearance, appropriate content, consistency, and compliance with quality assurance requirements. Prepares statistical data reports regarding groups’ effectiveness. Manages staff development plans including personnel training and competency, develops and approves schedules, and manages evaluation activities. Supports the creation of a laboratory-wide safety culture by serving as a liaison to the Safety Office to ensure a healthy and safe workplace. Performs other related work as assigned including COOP activation.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
EJF 1. Oversees and manages day-to-day activities of the Lab Supply Group; supervises, plans, assigns and delegates tasks to ensure maximum productivity and quality assurance. Serves as an authority and technical resource for the group related to quality assurance procedures and processes of laboratory supplies, shipping and inventory. Plans and assigns the work based on program needs and priority. Develops daily goals and objectives on daily workload completion and provides appropriate feedback by evaluating employee performance. Assesses group performance, identifies gaps and develops solutions designed to fill gaps in group performance. Assists in Continual Quality Improvement (CQI) projects. Develops, maintains and evaluates standard operating procedures (SOP). Provides guidance to staff in the development and integration of new criteria and procedures. Prepares system requirement documents for laboratory information management systems (LIMS) and incorporates new technologies. Oversees the LSS supply inventory and ensures laboratory supply guidelines are met. Reviews and approves request for purchases of supplies and equipment to ensure funding is available. Ensures group coordinates laboratory inventory and supply needs. Ensures incoming shipping invoices are reviewed to confirm budget codes and accounts are correct; monitors budget expenditures and makes adjustments. Ensures changes are communicated to the group staff, laboratory staff, program personnel and customers (if applicable). Monitors compliance with procedures according to Clinical Laboratory Improvement Amendments (CLIA) and the College of American Pathologists (CAP) regulatory agencies. Ensures the work of subordinates is accurate and deadlines are met. Provides customer service to both internal and external customers. (25%)
EJF 2. Supervises the Lab Supply Group. Performs all required Human Resource activities for assigned staff. Hires and posts vacant positions; develops screening criteria, interview questions and selection criteria. Ensures adequate staffing is available to meet deadlines. Requests additional staff/temporary assistance as necessary. Provides direction and guidance to all staff to promote the development and growth of future leadership and ensure employee engagement. Coaches employees on work performance and addresses and documents performance and disciplinary issues promptly and professionally. Counsels employees when problems occur and conducts performance evaluations. Makes recommendations concerning merits, administrative leave and promotion of staff. Oversees staff training and the work of assigned tasks. Manages staff development plans and activities. Ensures that changes to policies and procedures are communicated to all employees and that changes are understood and acknowledged. Reviews and updates job descriptions. (25%)
EJF 3. Provides internal and external customer service. Ensures that the needs of health care providers, DSHS programs and laboratory staff are met. Consults with providers and DSHS/HHSC programs to determine needs and resolves complex problems or customer concerns. Oversees internal/external inquiries and responses and ensures responses are accurate and timely. Provides technical expertise and guidance to internal and external customers. Resolves logistical and technical problems and communicates logistical issues laboratory managers. Provides resolutions according CAP and CLIA governing agencies and laboratory program guidelines policy and procedures. Provides input in the development of new policies and procedures and monitors compliance with policies and procedures. Participates in audits conducted by regulatory agencies. Conducts special research for Healthcare Professionals as requested. Works with the DSHS Billing Branch to identify submitters who are "on hold" for supply requests because of outstanding/delinquent balances on their Newborn Screening account. Documents and researches customer complaints to determine appropriate resolution of problem. Develops and maintains effective working relationships with internal/external partners and laboratory staff . (15%)
EJF 4. Oversees and monitors compliance activities for regulatory and quality assurance requirements. Ensures compliance with CLIA/CAP regulations. Develops, implements, evaluates, maintains and modifies standard operating procedure manual and training materials. Participates in monitoring and documentation of quality assurance issues and identifies areas of needed change and makes recommendations to improve operations. Assists in the development of responses to issues, inquiries, and correspondence concerning group activities using effective written and verbal communication skills. (20%)
EJF 5. Performs administrative functions. Completes routine reports and ad hoc reports; reviews and approves documents and reports developed by employees to ensure professional quality and appearance, appropriate content, consistency, and responsiveness; attends meetings and ensures group documents follows DSHS/ Lab Document Retention Schedule of records; reports technical or personnel problems that impact the functioning of the laboratory; ensures adequate inventory of supplies to prevent delays in critical testing support services. Collects, organizes, analyzes and prepares material in response to requests for information and reports. (10%)
EJF 6. Performs other duties as assigned including (but not limited to) actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation and serving as a liaison to the Safety Office to ensure a healthy and safe workplace. Such participation may require an alternate shift pattern assignment and/or location. Deliver/pick up boxes via state vehicle. Tasks require the ability to lift, push, pull and carry packages/boxes/coolers up to 50 lbs. repeatedly throughout the day; for all packages over 50 lbs, assistance is required. Safe operation of either a state-owned vehicle or personal vehicle is required to conduct state business and an acceptable driving record must be maintained in accordance with DSHS Policy OS-3901, Fleet Operations and Management & Procedures and standards developed by the Texas Department of Public Safety. (5%)
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
EJF 1. Oversees and manages day-to-day activities of the Lab Supply Group; supervises, plans, assigns and delegates tasks to ensure maximum productivity and quality assurance. Serves as an authority and technical resource for the group related to quality assurance procedures and processes of laboratory supplies, shipping and inventory. Plans and assigns the work based on program needs and priority. Develops daily goals and objectives on daily workload completion and provides appropriate feedback by evaluating employee performance. Assesses group performance, identifies gaps and develops solutions designed to fill gaps in group performance. Assists in Continual Quality Improvement (CQI) projects. Develops, maintains and evaluates standard operating procedures (SOP). Provides guidance to staff in the development and integration of new criteria and procedures. Prepares system requirement documents for laboratory information management systems (LIMS) and incorporates new technologies. Oversees the LSS supply inventory and ensures laboratory supply guidelines are met. Reviews and approves request for purchases of supplies and equipment to ensure funding is available. Ensures group coordinates laboratory inventory and supply needs. Ensures incoming shipping invoices are reviewed to confirm budget codes and accounts are correct; monitors budget expenditures and makes adjustments. Ensures changes are communicated to the group staff, laboratory staff, program personnel and customers (if applicable). Monitors compliance with procedures according to Clinical Laboratory Improvement Amendments (CLIA) and the College of American Pathologists (CAP) regulatory agencies. Ensures the work of subordinates is accurate and deadlines are met. Provides customer service to both internal and external customers. (25%)
EJF 2. Supervises the Lab Supply Group. Performs all required Human Resource activities for assigned staff. Hires and posts vacant positions; develops screening criteria, interview questions and selection criteria. Ensures adequate staffing is available to meet deadlines. Requests additional staff/temporary assistance as necessary. Provides direction and guidance to all staff to promote the development and growth of future leadership and ensure employee engagement. Coaches employees on work performance and addresses and documents performance and disciplinary issues promptly and professionally. Counsels employees when problems occur and conducts performance evaluations. Makes recommendations concerning merits, administrative leave and promotion of staff. Oversees staff training and the work of assigned tasks. Manages staff development plans and activities. Ensures that changes to policies and procedures are communicated to all employees and that changes are understood and acknowledged. Reviews and updates job descriptions. (25%)
EJF 3. Provides internal and external customer service. Ensures that the needs of health care providers, DSHS programs and laboratory staff are met. Consults with providers and DSHS/HHSC programs to determine needs and resolves complex problems or customer concerns. Oversees internal/external inquiries and responses and ensures responses are accurate and timely. Provides technical expertise and guidance to internal and external customers. Resolves logistical and technical problems and communicates logistical issues laboratory managers. Provides resolutions according CAP and CLIA governing agencies and laboratory program guidelines policy and procedures. Provides input in the development of new policies and procedures and monitors compliance with policies and procedures. Participates in audits conducted by regulatory agencies. Conducts special research for Healthcare Professionals as requested. Works with the DSHS Billing Branch to identify submitters who are "on hold" for supply requests because of outstanding/delinquent balances on their Newborn Screening account. Documents and researches customer complaints to determine appropriate resolution of problem. Develops and maintains effective working relationships with internal/external partners and laboratory staff . (15%)
EJF 4. Oversees and monitors compliance activities for regulatory and quality assurance requirements. Ensures compliance with CLIA/CAP regulations. Develops, implements, evaluates, maintains and modifies standard operating procedure manual and training materials. Participates in monitoring and documentation of quality assurance issues and identifies areas of needed change and makes recommendations to improve operations. Assists in the development of responses to issues, inquiries, and correspondence concerning group activities using effective written and verbal communication skills. (20%)
EJF 5. Performs administrative functions. Completes routine reports and ad hoc reports; reviews and approves documents and reports developed by employees to ensure professional quality and appearance, appropriate content, consistency, and responsiveness; attends meetings and ensures group documents follows DSHS/ Lab Document Retention Schedule of records; reports technical or personnel problems that impact the functioning of the laboratory; ensures adequate inventory of supplies to prevent delays in critical testing support services. Collects, organizes, analyzes and prepares material in response to requests for information and reports. (10%)
EJF 6. Performs other duties as assigned including (but not limited to) actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation and serving as a liaison to the Safety Office to ensure a healthy and safe workplace. Such participation may require an alternate shift pattern assignment and/or location. Deliver/pick up boxes via state vehicle. Tasks require the ability to lift, push, pull and carry packages/boxes/coolers up to 50 lbs. repeatedly throughout the day; for all packages over 50 lbs, assistance is required. Safe operation of either a state-owned vehicle or personal vehicle is required to conduct state business and an acceptable driving record must be maintained in accordance with DSHS Policy OS-3901, Fleet Operations and Management & Procedures and standards developed by the Texas Department of Public Safety. (5%)
Knowledge Skills Abilities:
Knowledge of local, state, and federal laws related to the program area; of shipping regulations and specimen acceptance criteria directly related to testing supplies.
Knowledge of automated inventory systems, inventory control, stock control record keeping and reporting procedures; of public administration, fiscal methods, pertinent training techniques of management and dealing with program staff, healthcare professionals and the general public.
Knowledge of governmental accounting practices and generally acceptable accounting principles; of automated accounting systems and budget control; for purchasing methods and procedures, purchasing sources, prices, and product characteristics.
Comprehensive knowledge of microbiological and chemical principles, techniques, and terminology.
Knowledge of laboratory safety including sample-handling techniques.
Knowledge of quality assurance functions, and of purchasing and material management procedures.
Knowledge of statistics and their application to quality assurance data.
Knowledge of writing and reviewing standard operating procedures.
Skill in establishing goals and objectives for work teams and in monitoring the progress of teams.
Skill and ability to deal with stress.
Skill in centralized accounting and payroll/personnel system managerial aspects.
Ability to communicate effectively orally and in writing.
Ability to follow written and verbal instructions.
Ability to use various items of office equipment associated with work area. Ability to interact effectively with staff.
Ability to work in harmony with other team members.
Ability to follow standard operating procedures and protocols accurately. Ability to keep accurate, detailed records.
Ability to use aseptic techniques when working with infectious material.
Ability to complete tasks without close supervision and use of judgment in test interpretation.
Ability to recognize and solve work area problems.
Ability to ensure work area equipment are properly maintained.
Ability to plan, assign, and supervise the work of others.
Ability to work independently and make technical decisions based on professional knowledge and experience.
Ability to use a computer for word processing, spreadsheet and database analysis, and results reporting.
Ability to review and make recommendations based on study data.
Ability to conduct personnel interviews and evaluations.
Ability to determine and assess the functionality of LIMS or shipping systems.
Ability to lift, push, pull and carry packages/boxes/coolers up to 50 lbs. repeatedly throughout the day; for all packages over 50 lbs., assistance is required.
Ability to safely operate either a state-owned vehicle or personal vehicle is required to conduct state business (an acceptable driving record must be maintained in accordance with DSHS Policy OS-3901, Fleet Operations and Management & Procedures and standards developed by the Texas Department of Public Safety).
Knowledge of local, state, and federal laws related to the program area; of shipping regulations and specimen acceptance criteria directly related to testing supplies.
Knowledge of automated inventory systems, inventory control, stock control record keeping and reporting procedures; of public administration, fiscal methods, pertinent training techniques of management and dealing with program staff, healthcare professionals and the general public.
Knowledge of governmental accounting practices and generally acceptable accounting principles; of automated accounting systems and budget control; for purchasing methods and procedures, purchasing sources, prices, and product characteristics.
Comprehensive knowledge of microbiological and chemical principles, techniques, and terminology.
Knowledge of laboratory safety including sample-handling techniques.
Knowledge of quality assurance functions, and of purchasing and material management procedures.
Knowledge of statistics and their application to quality assurance data.
Knowledge of writing and reviewing standard operating procedures.
Skill in establishing goals and objectives for work teams and in monitoring the progress of teams.
Skill and ability to deal with stress.
Skill in centralized accounting and payroll/personnel system managerial aspects.
Ability to communicate effectively orally and in writing.
Ability to follow written and verbal instructions.
Ability to use various items of office equipment associated with work area. Ability to interact effectively with staff.
Ability to work in harmony with other team members.
Ability to follow standard operating procedures and protocols accurately. Ability to keep accurate, detailed records.
Ability to use aseptic techniques when working with infectious material.
Ability to complete tasks without close supervision and use of judgment in test interpretation.
Ability to recognize and solve work area problems.
Ability to ensure work area equipment are properly maintained.
Ability to plan, assign, and supervise the work of others.
Ability to work independently and make technical decisions based on professional knowledge and experience.
Ability to use a computer for word processing, spreadsheet and database analysis, and results reporting.
Ability to review and make recommendations based on study data.
Ability to conduct personnel interviews and evaluations.
Ability to determine and assess the functionality of LIMS or shipping systems.
Ability to lift, push, pull and carry packages/boxes/coolers up to 50 lbs. repeatedly throughout the day; for all packages over 50 lbs., assistance is required.
Ability to safely operate either a state-owned vehicle or personal vehicle is required to conduct state business (an acceptable driving record must be maintained in accordance with DSHS Policy OS-3901, Fleet Operations and Management & Procedures and standards developed by the Texas Department of Public Safety).
Registration or Licensure Requirements:
Initial Selection Criteria:
Experience as a team lead, manager or supervisor.
Experience in the area of inventory control (including supporting, ordering and stocking, issuing and/or delivering).
Experience in upper-level customer service as team lead, manager or supervisor.
Experience in developing, implementing, modifying and maintaining procedures, policies, state and/or federal regulations.
Prefer experience in state purchasing and contracts.
Prefer experience in shipping regulations and/or shipping systems.
Prefer graduation from an accredited four-year college or university.
Experience as a team lead, manager or supervisor.
Experience in the area of inventory control (including supporting, ordering and stocking, issuing and/or delivering).
Experience in upper-level customer service as team lead, manager or supervisor.
Experience in developing, implementing, modifying and maintaining procedures, policies, state and/or federal regulations.
Prefer experience in state purchasing and contracts.
Prefer experience in shipping regulations and/or shipping systems.
Prefer graduation from an accredited four-year college or university.
Additional Information:
Requisition Number 568092
Work Schedule: Must be able to work holidays and weekends. Must be able to work hours other than 8am – 5pm.
Transportation: Employee must provide transportation. If an employee operates a personal or state motor vehicle in the performance of their official duties, the employee must possess a current valid Texas driver’s license for the appropriate type vehicle. Safe operation of either a state owned vehicle or personal vehicle is required to conduct state business, applicants will have their driving records checked through the Department of Public Safety and applicants must have a valid Class C Texas driver’s license or equivalent license from another state.
Immunizations: Compliance with DSHS Laboratory Exposure Control Plan required: vaccine requirements are consistent with current Advisory Committee on Immunization Practices (ACIP) recommendations and other national guidelines for employee groups based upon job duties and tasks.
Applicants with diplomas awarded in countries other than the U.S. must contact Laboratory Personnel Services (512-776-7318) for an approved list of credentialing agencies. NOTE: When completing your application, include details about your job experience as it relates to the essential functions, knowledge/skills/abilities, and screening information provided on this Position Description. Please note Requisition number on all faxed information. Additional tips on completing the Application are available on-line at http://www.dshs.state.tx.us under "About DSHS - Jobs". Requisition 568092. Location: 1100 W 49th Street, Austin, TX 78756, Laboratory.
Requisition Number 568092
Work Schedule: Must be able to work holidays and weekends. Must be able to work hours other than 8am – 5pm.
Transportation: Employee must provide transportation. If an employee operates a personal or state motor vehicle in the performance of their official duties, the employee must possess a current valid Texas driver’s license for the appropriate type vehicle. Safe operation of either a state owned vehicle or personal vehicle is required to conduct state business, applicants will have their driving records checked through the Department of Public Safety and applicants must have a valid Class C Texas driver’s license or equivalent license from another state.
Immunizations: Compliance with DSHS Laboratory Exposure Control Plan required: vaccine requirements are consistent with current Advisory Committee on Immunization Practices (ACIP) recommendations and other national guidelines for employee groups based upon job duties and tasks.
Applicants with diplomas awarded in countries other than the U.S. must contact Laboratory Personnel Services (512-776-7318) for an approved list of credentialing agencies. NOTE: When completing your application, include details about your job experience as it relates to the essential functions, knowledge/skills/abilities, and screening information provided on this Position Description. Please note Requisition number on all faxed information. Additional tips on completing the Application are available on-line at http://www.dshs.state.tx.us under "About DSHS - Jobs". Requisition 568092. Location: 1100 W 49th Street, Austin, TX 78756, Laboratory.
MOS Code:
Note: There may be no military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
Note: There may be no military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
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