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Program Assistant/Office Manager

2 months ago

Cockeysville, United States Community Inclusion, Inc. Full time $65,000 - $75,000
Job DescriptionJob Description

This position provides comprehensive clerical and administrative support to Director of LTSS Fiscal Operations and DSP Compliance Supports as well as any other Senior Administrators within the company. The position reports to Director of LTSS Fiscal Operations and DSP Compliance Supports. The Incumbent is responsible for complete office administration process. The Incumbent will assist their direct supervisor and any other Senior Administrators with LTSS by-weekly and other related program activities, DSP on-boarding & staffing/training processes as well as with any other clerical/administrative duties as assigned.

The Incumbent must have at least 5 to 10 years of recent comprehensive administrative/ HR clerical experience within health care industry setting. The incumbent must have Associate’s or Bachelor’s Degrees (strongly preferred). The Incumbent must be reliable, must work cooperatively and professionally with supervisors, program staff, other business stakeholders, family members of Individuals receiving services and Individuals themselves. The Incumbent must be able to multitask and follow established deadlines.

The Incumbent must always maintain the strictest level of confidentiality and be in full compliance with HIPAA regulation and related CCI, Inc. Policies.

The Incumbent must be proficient with all major computer applications such as Microsoft office, cloud-based filing systems, email and LTSS program specific software.

The Incumbent must satisfactorily compete BG checks, reference checks as well as all company and DDA required trainings prior to first day of employment.

The Incumbent must be able to report to the office during regular business hours and outside regular business hours in case of emergencies or prior scheduled meetings at a very short notice. This is in office and not a virtual/remote position. This is 100% in office position. No overtime, regular work hours M-F.

 

Specific scope of duties:

1) Program related activities:

- The Incumbent is responsible for hard copy and e-file maintenance of records of Individuals in services. This includes filing of program documentation according to specific format, file audits, completion of CCI, Inc. prescribed reports and other related duties as assigned.

- By weekly processing of DSP program staff timesheets, goal tracking sheets and service logs. This includes verification and calculation of work hours performed, systematization and filing of the documentation sent by DSP professionals using company established formats.

 

2) Human resources administrative scope of duties:

- Ongoing maintenance of DSP/personnel files to ensure full compliance with company policies and applicable Labor Laws. Specifically, regular audit of HR files; updating DSP staff training information, as well as any other data that is required (DL’s, ID’s, Employment Authorizations, insurance documentations, BG checks and Driving records checks), etc.

- The Incumbent will assist applicants for Direct Support Professional positions in completing Employment Application packets, verifications of accuracy, completing reference checks and ensuring the completion of HR files prior to PD authorization of DSP staff to start work.

- The Incumbent will input new DSP staff data in company prescribed data base systems and maintain the systems in an organized and up to date fashion. This includes data base maintenance of DSP trainings, DSP BG checks, DSP contact information as well as any other relevant HR data.

3) Other Duties as assigned:

- The incumbent will communicate efficiently and effectively over the phone, by email and in person with Supervisors, staff, families and Individuals in services.

- The Incumbent will communicate efficiently and effectively any issues at hand to their direct Supervisor and follow her/his instructions closely in order to resolve the issues.

- The incumbent will perform office management duties as assigned such as maintenance and ordering of clerical/office supplies with approval from their immediate Supervisor, maintaining the offices professionally (following County trash/recycle removing schedule), coordinating office cleaning services, etc.

- The incumbent must be available over the phone and by email at all times during regular work hours as well as after hours for emergencies and prescheduled activities.

- The incumbent must be available to report to the office outside of the regular business hours for meetings or emergencies.

- The incumbent will perform other duties as assigned and instructed by their immediate Supervisor or other Senior Administrator.

Company DescriptionLeading company providing State of Maryland MDH waiver funded services to adults with disabilities in the State of Maryland.Company DescriptionLeading company providing State of Maryland MDH waiver funded services to adults with disabilities in the State of Maryland.