The units being highlighted this month are...

Fiscal, Administration, Personnel and Information Technology!

The Ambassadors representative for the Administration Department is Olivia McClain. Below are some of the services Fiscal, Administration, Personnel and Information Technology provide for our agency.

Fiscal:

Pictured Left to Right: Yovani Franco, Rory Fancher, Kristine Hiemstra, Mimi Martinez, Lauren Kokjohn, Nayeli Perez, Trish Thomas, & Teresa Emery

Pictured Left to Right: Kyla Garland, Teresa Calzada, & Jamianne Becker

Not Pictured: Dale McCutchen, Tammy South & Kris Boswell

Fiscal Managers: Rory Fancher & Mimi Martinez

Accounting and General Services Specialists

Kris Boswell, Kyla Garland, Tammy South & Trish Thomas
Administrative Services Analyst: Jamianne Becker

The Accounting and General Services (AGS’s) staff are responsible for accounts payable, including collecting, reviewing, and processing up to 115 Cal Card monthly statements. They also review pay actions, process payroll, and route pay stubs. Other duties include purchasing, travel arrangements, fixed asset tracking, and adding funding sources to all facility tickets submitted.

AGS's supports Social Services by approving CalSAWS benefits and printing EBT cards. They manage collections for CalWORKS, CalFresh, and General Assistance, prepare and submit 17 statistical state reports, and schedule fleet maintenance. They also review and shred files monthly from the SSD warehouse. AGSs are supervised by a fiscal analyst who is also responsible for accounting duties.

Fiscal and Financial Management Analysts

Kristine Hiemstra, Lauren Kokjohn, Teresa Calzada, Teresa Emery & Yovani Franco

The Fiscal and Financial Management Analysts' areas of responsibility include creating and monitoring budgets for the county and state. They work closely with program staff to develop budgets reflecting the program's fiscal year plans. They reconcile the county accounting system to our internal accounting system and track expenditures by program. Quarterly reports are provided on most funding sources to program staff to ensure decisions can be made based on the information. Other areas of responsibility include invoicing, creating budget transfers and board reports, monitoring revenues to confirm that we're being paid, and state cost reports.

The fiscal analysts have specific programs they are assigned to, and there are two program managers to whom the fiscal analysts report. 

Information Systems Analyst

Dale McCutchen

Fiscal's Information Systems Analyst created and currently manages the fiscal database we use for our payroll allocations. He is responsible for getting the time study information out of the agency's electronic health record and creating reports in the database to capture the payroll costs of each program. He has created multiple databases for the department and pulls information from many state systems for the agency. His motto has always been to try to make everyone’s job easier!

Administration:

Pictured Left to Right: Jamie Cramer, Olivia McClain, Kendall Wilson, Jennifer Warren & Brenda Wilson

Administration Manager: Kendall Wilson

 Not Pictured: Karen Wagenman and Mary Joy Serbeniuk

Administrative Services Analysts

The Administration Team processes contracts, grants, and documents that must be sent to outside organizations, such as state departments. There must be a contract for supplies, including software exceeding $20,000 per fiscal year and services exceeding $2,500 per fiscal year, per Glenn County's Administration Manual. The Administration Team also creates Board Items. Items that must go to the Board of Supervisors for approval include contracts over $50,000, grants and allocation applications, Requests for Proposals, Proclamations, and more. Other responsibilities include keeping and managing keys, processing and distributing the mail. The busiest time of year is typically April through October. Last year, the Administration Team executed 273 Contracts and created 95 Board Items! 

 Administration Team Organization Chart 

Mail Route:

11:00 AM (County)
Post Office & Department of Finance

1:30 PM (Orland Route)
Willows Behavioral Health Annex, Behavioral Health, Public Health, CRWC, 604 Walker Street, NOVA (Success Square) & Parkside

4:15 PM (County)
Post Office & Department of Finance

Administration Resources:

Contract Request Form HERE
Key Request Form HERE
Glenn County Administrative Manual HERE

Personnel:

Pictured: Jessica Silva

Jessica Silva, Administrative Services Analyst III, is responsible for HHSA’s Personnel and Workforce duties. Jessica has been heavily involved in creating and improving the agency’s workforce culture. She participates and pilots a series of training courses to help improve the trainings available to our supervisors and managers. In addition to workforce duties, Jessica is also responsible for creating and tracking of Pay Action Forms for all HHSA employees for payroll changes such as: Merit Step Increases, Longevity, Leaves of Absence, Negotiated Pay Increases, Promotions, and all other matters requiring a Pay Action Form for payroll processing. Jessica also tracks the agency’s Employee Performance Evaluations and processes completed Evaluations. Jessica works closely with our Agency Director, Assistant Director, and Deputy Directors, as well as with the County Personnel Department. She provides support for various groups throughout the agency, and is responsible for maintaining the HHSA Organization Chart.

Information Technology:

Pictured: Dan Green

Not Pictured: Wyatt Acheson

The Information Systems Team maintains the on-site workstations and server equipment for staff at the HHSA’s sites in Orland and Willows. In addition to day-to-day tasks such as resetting passwords and troubleshooting workstations, the Team also deploys new equipment, such as monitors and thin clients, as items reach the end of their product lifecycle.

The Information Systems Team is also responsible for ensuring that the Agency’s server-room equipment is running well, properly maintained, and budgeted for replacement. Older equipment is donated back to community organizations to extend the use of those items while benefiting other organizations. The Team also works closely with the Fiscal and Administration Teams on items that may require approval from the Board of Supervisors.

From Deputy Director Erin Valdez:

I want to thank the Administration, Fiscal, Safety, Information Technology, and Personnel Departments' staff for your support and dedication. Thank you to the program staff for working directly with the public to serve our most vulnerable populations. Additionally, I would like to thank you the Ambassadors’ Team for the opportunity to highlight these crucial departments within our Agency.

Our Administration and Fiscal departments work to ensure contracts are getting signed, items are being sent to the Board of Supervisors for Approval, reports are being sent to the State, vendors and our Agency are being paid, and services are being rendered. While program staff often directly serve the community, the Administration and Fiscal staff usually work indirectly to support the programs serving our community. These symbiotic, collaborative efforts are what make the Health and Human Services Agency such a vital branch in our local government.

Message from the Trauma Informed Care (TIC) Team:

Workplace Wellness

“Workers manage daily stress that affects their health and organizational performance.  These stressors arise from heavy workloads, long commutes, unpredictable schedules, limited autonomy, long work hours, multiple jobs, low wages, and a variety of other work-related challenges on top of responsibilities outside of the workplace” (The U.S. Surgeon General’s Framework for Workplace Mental Health & Well-Being, 2022, pg. 6).  Elevated and prolonged levels of stress contribute to a wide range of issues from sleep disruption, muscle tension, physical and behavioral health challenges, and have been linked to an increased risk of developing certain diseases (The U.S. Surgeon General’s Framework for Workplace Mental Health & Well-Being, 2022, pg. 6).

Research from the COVID-19 pandemic has shed light on the connection between work and well-being, and has shown that we feel better in general when we are able to make a positive impact at work; this research has also shown that when organizations focus on the well-being of its workers, productivity and retention rates are higher (The U.S. Surgeon General’s Framework for Workplace Mental Health & Well-Being, 2022, pg. 7).   “The Five Essentials can guide leaders, managers, and supervisors, as well as empower workers, to identify and communicate about priority organizational changes needed.  Workplace leaders and supervisors across all industries can have a powerful impact on worker well-being by setting organizational culture, shaping the day-to-day experiences of workers, and prioritizing workforce engagement” (The U.S. Surgeon General’s Framework for Workplace Mental Health & Well-Being, 2022, pg. 10).

Resource: 2-1-1

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