ADMINISTRATIVE COORDINATOR 4

Supplemental Information

This position is located within the Louisiana Department of Health / Medical Vendor Administration / Eligibility Field Office-Region 7 / Caddo Parish

Announcement Number: MVA/PJ/3512
Cost Center: 305-2050408
Position Number(s): 158700

This vacancy is being announced as a Classified position and may be filled as a Probationary appointment.

Applicants must have Civil Service test scores for 8500-Office Support Exam in order to be considered for this vacancy unless exempted by Civil Service rule or policy. If you do not have a score prior to applying to this posting, it may result in your application not being considered.

Applicants without current test scores can apply to take the test here.

**POSITION DESCRIPTION**The mission of the Louisiana Department of Health (LDH) is to protect and promote health and to ensure access to medical, preventive and rehabilitative services for all citizens of the State of Louisiana. LDH is dedicated to fulfilling its mission through direct provision of quality services, the development and stimulation of services of others, and the utilization of available resources in the most effective manner. This position is in the Bureau of Health Services Financing (BHSF), Louisiana's single state Medicaid agency within the Louisiana Department of Health (LDH). The Louisiana Medicaid Program, which provides healthcare services to low income individuals, has an annual budget of over $14 billion dollars, a staffing complement of 1,026 authorized employees and almost 500-contracted direct support staff, and provides services to approximately 1.7 million enrollees annually. The program is a state of federal partnership financed with a combination of state and federal funds and governed by a complex body of state and federal laws, policies, regulations, and guidelines. This position is located in an Eligibility Field Operations Section (EFO). EFO Section is responsible for staff who determine eligibility in Medicaid programs that include, but are not limited to, Parent/Caretaker Relative, Long Term Care, Deemed Eligible, Louisiana Children’s Health Insurance Program, Hospital Presumptive Eligibility, Child Health and Maternity Program-Pregnant Women, Child Health and Maternity Program-Child, Take Charge Plus, Medically Needy Program-Spend Down, Tuberculosis Program, Specified Low-Income Medicare Beneficiaries, Qualified Individuals, Mandatory State Supplements, Disabled Widow/Widowers, Disabled Widow/Widowers/Divorced Spouses with no Substantial Gainful Activity, Transitional Medicaid, SSI Retroactive, SSI, Prohibited AFDC Provisions, Provisional Medicaid, Medicaid Purchase Plan, Qualified Disabled and Working Individuals, Qualified Medicare Beneficiaries, PICKLE-Groups 1 & 2, LA Behavioral Health Program, Acute Care Hospital over 30 Days, Breast and Cervical Cancer Program, Family Opportunity Act Program, and Youth Aging Out of Foster Care. This position is located in the Department of Health (LDH), Medical Vendor Administration (MVA), and Eligibility Field Operations Section. The position is responsible for providing assistance to Medicaid program eligibility staff consisting of Medicaid Regional Administrator, Medicaid Assistant Regional Administrator, Administrative Program Managers, Medicaid Area Managers, Medicaid Analyst Supervisors, Medicaid Analysts, and Medicaid Program Manager 1-Bs. Duties performed in this position require knowledge of agency policy, procedures and complex eligibility program requirements; therefore, every incumbent will be required to complete Eligibility Policy and Procedure Training conducted by Eligibility Program Operations. The incumbent must be able to handle problems and correct errors, which require working closely with agency staff and the public.
Duties and responsibilities of this position include but are not limited to the following:
Serves as agency’s front line support to the public. Responsible for adhering to policy and procedure, and completing timely and accurate statewide correspondence processing including receiving, sorting, stamping, scanning, filing, and disposing of postal mail, electronic mail, and faxes. Responsible for processing timely and accurate LaMEDS case status updates and case notes subsequent to correspondence processing including, but not limited to: mailing applications or other documents upon request, producing forms for Medicaid provider payment, proposing case closures upon notification of death or unable to locate, and uploading and indexing documents to Electronic Data Management System (EDMS). Complete and/or assist the member with completing self-service portal change reports in LaMEDS including: request a new Medicaid card, change address; add/remove/change authorized representative, add/remove/change a household member, report death of household member, request case closure, update name/SSN/marital status, expenses, income, pregnancy, etc. Complete clerical tasks in LaMEDS including paper data entry tasks. Re-assign tasks to Medicaid analysts as appropriate. Answer general questions in-person, by telephone, or by email concerning agency policies, program requirements, case status, and the application or renewal process. Assist the Customer Service Unit by handling general Medicaid inquiry phone calls during periods of high call volume or special outbound calling initiatives. Assist with mandated outreach efforts by attending special events sponsored by Medicaid, distributing printed material, promotional items, and providing basic elementary information. Operate and maintain computer hardware, personal computers, servers, network printers, digital copiers, scanners, fax machines, etc.
Perform some or all of the following functions administrative support functions: maintain property records, request tags for new equipment, document transfers of equipment, dispose of old and broken equipment through the surplus process, maintain inventory of office supplies and forms, request supplies, monitor postage meter, assist the safety officer, schedule quarterly safety meetings, and ensure safety hazards are identified and reported. Assist Medicaid analysts with other activities as directed by Supervisor. Performs any other duties as assigned in support of the mission of Eligibility Field Operations as directed by state leadership. Assists others to meet needs and priorities of the Section and Department as needs require.
To apply for this vacancy, click on the “Apply” link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.

*Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.*

A resume upload will NOT populate your information into your application. Work experience left off your electronic application or only included in an attached resume is not eligible to receive credit

For further information about this vacancy contact:
Paula Jackson
paula.jackson@la.gov
LDH/HUMAN RESOURCES
BATON ROUGE, LA 70821
225 342-6477
This organization participates in E-verify, and for more information on E-verify, please contact DHS at 1-888-464-4218.

Qualifications

MINIMUM QUALIFICATIONS: Three years of experience in which clerical work was a major duty. SUBSTITUTIONS: Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience for a maximum of one year of the required experience. Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience. College training will substitute for the required experience on the basis of 15 semester hours for six months of experience. NOTE: Business or technical school training with less than completion will only be credited in six month increments. Similarly, college training will only be credited in 15 semester hour increments. NOTE: Any college hours or degree must be from a school accredited by one of the following regional accrediting bodies: the Middle States Commission on Higher Education; the New England Commission of Higher Education; the Higher Learning Commission; the Northwest Commission on Colleges and Universities; the Southern Association of Colleges and Schools; and the Western Association of Schools and Colleges.

Job Concepts

Function of Work:
To perform complex, often specialized, paraprofessional duties that require independent judgment to accomplish in support of the staff members and/or operations of an organizational unit or program.

Work requires individual discretion in the application of policies and procedures. Duties increase in scope and complexity, and consist mainly of departmental-program duties.

Level of Work:
Advanced.

Supervision Received:
General from higher-level clerical and/or supervisory personnel.

Supervision Exercised:
May supervise 1-2 lower-level personnel.

Location of Work:
May be used by all state agencies.

Job Distinctions:
Differs from Administrative Coordinator 3 by the presence of paraprofessional duties that involve a higher degree of specialization, complexity, and/or independent judgment.

Differs from Administrative Program Specialist-A by the absence of professional-level duties that involve a variety of administrative functions or management of a departmental or statewide program.

Examples of Work

NOTE:
Positions allocated at this level tend to focus on specialized, programmatic examples of work as listed below:

Performs responsible departmental-program duties in accordance with rules, regulations, and policies. May involve communication with other departments, customers, etc.

Serves as liaison and/or contact person for the department or office between and amongst other departments, customers, vendors, and agencies.

Receives applications or other forms and reviews for compliance with department policies; works to resolve discrepancies; may make initial determinations regarding client's eligibility for department services.

Prepares requisitions for the purchase of supplies; may involve entering information into an automated system.

Compiles information from various sources and prepares specialized reports; formats reports according to department standards.

Serves as assistant to a manager, which could include keeping appointment schedule, preparing travel, issuing directives to others on their behalf, and relieving the manager of administrative matters.

May begin performing duties related to traditional administrative functions, such a property control, purchasing, and safety, in addition to other clerical duties as noted above.