Washington Management Service (WMS)
Position Description
Position Title:Deputy Assistant Secretary, HSQA / Position Number/Object Abbreviation:
70042048
Incumbent’s Name (If filled position): / Agency/Division/Unit:
DOH/HSQA/OAS
Address Where Position Is Located:
310 Israel Rd, Tumwater, WA 98501 / Work Schedule:
Part Time Full Time / Overtime Eligible:
Yes No
Supervisor’s Name and Title:
Martin Mueller, HSQA Assistant Secretary / Supervisor’s Phone:
(360) 236-4600
Organizational Structure
Summarize the functions of the position’s division/unit and how this position fits into the agency structure (attach an organizational chart).
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The mission of the Department is to protect and improve the health of people in Washington State.The division of Health Systems Quality Assurance is responsible oversight of Washington State’s health care delivery system which includes licensing and regulating over 400,000 health care professionals and 7,000 facilities. HSQA also works closely with communities and local health partners to build strong health systems and prevention programs across the state to help ensure communities have access to good health care and emergency medical services.
This position reports to the Assistant Secretary of HSQA to direct and manage administrative functions for the division.
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Position ObjectiveDescribe the position’s main purpose, include what the position is required to accomplish and major outcomes produced. Summarize the scope of impact, responsibilities, and how the position supports/contributes to the mission of the organization.
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This position directs and manages administrative functions for the division including strategic planning, budget, personnel, facility space planning, communications, rules and legislation, administrative policy development and quality improvement. This position has operational oversight responsibility for the division and is responsible for integrating and aligning the work of division office directors and managers with agency policy and planning. The position oversees and is responsible for six direct reports including managers at the WMS Band 2 level and 25 FTEs.The position represents the division in agency policy, information technology and administrative matters through participation in the department's Deputies Group. As a member of the Deputies Group, provides strategic direction of agency information technology (IT) development as well as policy development and implementation support to the department Executive Leadership Team.
This position acts on behalf of the HSQA Assistant Secretary in all division administrative functions, and has supervisory responsibility in the absence of the Assistant Secretary. Acts as delegated appointing authority for most personnel actions. Provides direct supervision of managers responsible for budget/operations, strategic planning, quality improvement, policy and communications, rule development and information technology. The position is responsible for ensuring that accurate budgets are developed and monitored.
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Assigned Work Activities (Duties and Tasks)Describe the duties and tasks, and underline the essential functions. Functions listed in this section are primary duties and are fundamental to why the position exists. For more guidance, see Essential Functions Guidance.
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Directs and manages administrative functions; information technology; human resource planning; facilities planning and space management; emergency response and business continuity planning; development, tracking, and interpretation of division administrative policy; budget and financial reporting) for the Health Systems Quality Assurance (HSQA) Division:· Envisions and directs administrative functions in support of statewide programs, policies and services including regulation, systems development, evaluation and quality improvement;
· Envisions and directs quality improvement initiatives for HSQA programs and services;
· Represents the division in department administrative policy, information technology and administrative matters through participation in the department's Deputies Group. As a member of the Deputies Group, provides strategic direction of department information technology (IT) development as well as policy development and implementation support to the department Senior Management Team.
·
· Directs the development of division administrative policy and represents the division in the development of agency administrative policy and procedures.
· Directs strategic planning, development, implementation and evaluation for the division;
· Directs financial planning, development, implementation and evaluation for the division;
· Directs information technology planning, development, implementation and evaluation for the division;
· Directs facilities planning and space management for the division;
· Acts on behalf of the HSQA Assistant Secretary (as delegated appointing authority) for most HSQA personnel actions;
· Oversees implementation of department and division policies within HSQA;
· Works with other organizations within and outside state government on administrative functions in support of health systems quality and accessibility;
· Assures that administrative activities within the division are integrated and that public resources are effectively allocated and deployed;
· Represents the division on agency teams and directs the implementation of agency-wide projects within HSQA.
In consultation with the HSQA Executive Management Team, oversees the analysis and implementation of legislation and regulations; acts to accomplish legislative and regulatory goals and strategies:
· Oversees the monitoring of legislation and development of bill analyses and fiscal notes for the division;
· Works with stakeholders on legislative impacts, including Governor’s Office staff and other impacted groups;
· Works closely with the HSQA Office Directors to ensure timely implementation of legislation and rules;
· Works closely with HSQA Office Directors to assure legislative contacts and issues are known to the agency.
Oversees and is responsible for six direct reports including managers at the WMS Band 2 level and 25 FTEs:
· Selects managers and other personnel on the basis of job related abilities, skills and knowledge; provides guidance and reinforcement as needed and warranted;
· Sets expectations and provides timely feedback on performance;
· Communicates and recognizes innovations, progress, and achievements as well as areas of needed individual manager and program improvement.
· Has supervisory responsibility for HSQA in the absence of the Assistant Secretary.
Accountable for the development and oversight of the HSQA biennial budget:
· Directs the development of division budget in consultation with the executive budget staff in the Secretary’s Office;
· Negotiates HSQA budget approval with the Department;
· Controls and modifies allotments to the programs, and oversees overall section expenditure and revenue information and actions to ensure compliance with budget plans;
· Authorizes expenditures to DOH approved levels and in accord with DOH signature policies.
· Assures that the biennial budget reflects and supports the Division and Department strategic plans.
Oversees the development of financial analyses for proposed legislation and regulations in consultation with the DOH Secretary’s Office; acts to accomplish legislative and regulatory goals and strategies:
· Monitors legislation, oversees fiscal notes for the division;
· Works with stakeholders on legislative impacts, including Governor’s Office staff legislators and other impacted groups;
· Analyzes and critiques legislation proposed by outside constituent groups or Department of Health;
· Works closely with the HSQA Office Directors and DOH Policy and Constituent Relations Office to ensure timely implementation of legislation and rules;
Communicates with inter-agency, intra-agency, state and local government, and other organization personnel:
· Establishes and maintains important key working relationships concerning health system quality and accessibility statutes and policy development and implementation with legislators, professional organizations and other interest groups;
· Directs activities to facilitate intra-agency and inter-agency communications with other components within the Department of Health, state and local government and outside organizations;
· Responds to questions from interested parties including the media regarding health system quality and accessibility.
Provides education about the HSQA division within and outside the Department:
· Makes formal presentations of an educational nature;
· Responds to general inquiries from providers, legislators and the public, both orally and in writing.
This position is a member of the Health Systems Quality Assurance Leadership Team that provides leadership and direction for the HSQA Division:
· Ensures that administrative practices, policies, procedures and goals are consistent with HSQA’s and the Department’s;
· Assists the efforts of the Management Team to assure that activities and policies of all elements of the division are focused, consistent and coordinated.
Oversees the development and implementation of quality assurance activities:
· Develops assessments, measures, or audits to evaluate the quality of the division’s internal controls, exposure to risk, and compliance with established policies and procedures.
· Uses results to make changes and recommendations to improve efficiency and effectiveness of operations, reliability of financial and operating reporting systems, compliance with applicable legal requirements, stewardship of public resources, and to minimize exposure to risk events.
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Accountability – Scope of Control and InfluenceProvide examples of the resources and/or policies that are controlled and influenced.
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Directly responsible for 25 FTEs and a biennial budget of $10 million.For a division with 545 FTEs and a budget of $165 million, this position has substantial influence over:
· Financial and FTE management.
· Procedures, practices and processes.
· Resolution of Union-Management issues including demands to bargain and grievances.
· Personnel processes and actions.
· Overall division organizational structure, business priorities, staffing, budget allotments and expenditures.
· Grant and contract activities.
This position has influence over agency:
· Administrative policies and procedures.
· Strategic direction of information technology (IT).
· Washington Management Services inclusion and banding.
· Performance strategies and measures.
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Describe the scope of accountability.DOP 12-058 (11/23/10) WMS Position Description Page 9
This position acts on behalf of the HSQA Assistant Secretary in all division administrative functions, and has supervisory responsibility in the absence of the Assistant Secretary; acts as delegated appointing authority for most personnel actions. This position has operational oversight responsibility for the division and is responsible for integrating and aligning the work of division office directors and managers in the accomplishment of goals and performance measures.This position has the authority to approve out-of-state travel requests, procurement requests, and other requests for payments; interprets and oversees divisional implementation of agency and division policy; reviews and approves sensitive correspondence; assigns staff from across the division to agency projects, and manages the performance of these activities.
Serves as deputy assistant secretary and acts on behalf of the Assistant Secretary, when absent, with full delegated authority.
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Describe the potential impact of error or consequence of error (impacts unit, division, agency, state).DOP 12-058 (11/23/10) WMS Position Description Page 9
Ineffective planning, implementation of policy or financial management could result in:· Inappropriate use or loss of state resources.
· A risk to patient safety and public health due to the inefficient use of resources.
· Audit findings.
· Loss of public confidence.
· Unfavorable media attention.
Sensitive personnel issues, if not properly addressed, could result in grievances or civil suits filed against the agency.
Poorly planned or executed communications strategies and tools could result in:
· A risk to patient safety and public health.
· An inefficient use of state resources.
· Unfavorable media attention.
· Civil suits against the agency.
Sensitive customer and constituent issues, if not properly addressed, could result missed opportunities and civil suits filed against the agency.
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Financial DimensionsDescribe the type and annual amount of all monies that the position directly controls. Identify other revenue sources managed by the position and what type of influence/impact it has over those sources.
Operating budget controlled.
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· Directly responsible for biennial budget of $10 million and oversight responsibility for biennial division budget of $165 million.DOP 12-058 (11/23/10) WMS Position Description Page 9
Other financial influences/impacts.DOP 12-058 (11/23/10) WMS Position Description Page 9
· Accountable for the development and oversight of the HSQA biennial budget; directs the development of division budget in consultation with the executive budget staff in the Secretary’s office.· Has substantial influence over division organizational structure and FTE allotments and expenditures.DOP 12-058 (11/23/10) WMS Position Description Page 9
Supervisory ResponsibilitiesSupervisory Position: Yes No
If yes, list total full time equivalents (FTE’s) managed and highest position title.
This position manages an office of 25 FTEs, the highest class position is WMS Band 2
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Decision Making and Policy ImpactDOP 12-058 (11/23/10) WMS Position Description Page 9
Explain the position’s policy impact (applying, developing or determining how the agency will implement).DOP 12-058 (11/23/10) WMS Position Description Page 9
This position directs and manages administrative functions; information technology; human resource management and planning; facilities planning and space management; emergency response and business continuity planning; development, tracking, and interpretation of division policy; budget and financial management and reporting for the Health Systems Quality Assurance (HSQA) Division.• Envisions and directs administrative functions in support of statewide programs, policies and services including regulation, systems development, evaluation and quality improvement;
• Directs the development of division administrative policy and represents the division in the development of agency policy and procedures;
• Directs strategic planning, development, implementation and evaluation for the division;
• Directs financial planning, development, implementation and evaluation for the division;
• Directs information technology planning, development, implementation and evaluation for the division;
• Acts on behalf of the HSQA Assistant Secretary (delegated appointing authority) for most HSQA personnel actions;
• Oversees implementation of department and division policies by HSQA;
• Works with other organizations within and outside state government on administrative functions in support of health systems quality and accessibility;
• Participates in the development of proposed legislation and regulations; acts to accomplish legislative and regulatory goals and strategies.
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