Administration Assistant

Next Level Supportive ServicesJob Description: Office ManagerPosition Title:

Office Manager

Reports To: Executive Director / Director of Administration

Work Schedule: Full-Time (Monday–Friday; occasional evening or weekend duties as needed)

Position Summary:

The Administration Assistant provides essential administrative and operational support to ensure compliance with ABI and ABI-LTC regulations. This role oversees the client tracking system, assists with appointments and documentation, maintains all staff and client files, and ensures monthly documentation is completed accurately and on time.

The Office Manager also assists leadership with special projects, compliance reporting, and EVV verification to support the overall success and quality assurance of Next Level Supportive Services.

Essential Duties and Responsibilities:1. Administrative and Compliance Oversight

• Maintain and update all employee and client files per ABI and ABI-LTC documentation standards.
• Verify that each file includes current medical records, service plans, consents, and staff credentials.
• Conduct routine file audits to ensure compliance and readiness for state review.
• Assist with state audits, QA reviews, and CAP (Corrective Action Plan) completion and documentation.
• Maintain organized, confidential, and up-to-date filing systems—both electronic and physical.

2. Client Tracking and Documentation

• Manage and monitor client clock-in/clock-out systems to ensure EVV (Electronic Visit Verification) compliance.
• Review daily attendance logs and cross-check EVV reports for accuracy and completion.
• Track and reconcile daily service notes to ensure proper documentation for billing and compliance.
• Maintain accurate appointment logs, after-visit summaries, and follow-up documentation.
• Notify leadership immediately of missing, incomplete, or inaccurate client tracking records.

3. Appointment and Client Support

• Attend client appointments as needed, assisting with documentation, communication, and follow-up care instructions.
• Support on-the-floor operations as needed to ensure client engagement, safety, and consistent quality of care.
• Collect, file, and distribute After Visit Summaries (AVS) and ensure recommended follow-up steps are implemented.
• Coordinate with nursing and residential management to ensure all medical and therapy appointments are documented and scheduled correctly.

4. Monthly Documentation and Closing Procedures

• Assist in end-of-month closings by verifying that all documentation is complete and accurate, including:
• MARs (Medication Administration Records)
• Appointment summaries
• Daily service notes
• Incident reports and follow-ups
• Ensure all documentation is submitted to leadership before monthly compliance deadlines.
• Generate monthly administrative and compliance reports for the Executive Director and Director of Administration.

5. Office Coordination and Technology

• Maintain a professional and organized office environment.
• Coordinate with the Residential Operations Manager, QA, and administrative team to ensure all departments remain aligned.
• Use Microsoft Word and Excel to create reports, track data, and maintain documentation spreadsheets.
• Assist with data entry, EVV verification, and compliance tracking to ensure all systems remain accurate and up to date.
• Support the implementation and maintenance of electronic record systems and data migration projects.

6. Special Projects and Other Duties

• Work collaboratively on special projects assigned by the Executive Director or Director of Administration (e.g., audits, compliance tracking, staff training documentation, or system improvements).
• Assist in preparing reports, forms, or materials needed for meetings, audits, or leadership initiatives.
• Provide administrative backup to leadership and residential teams as needed.
• Assist in coordinating staff training sessions and maintaining attendance logs.
• Perform other duties as assigned to support operational efficiency, compliance, and organizational goals.

Qualifications and Experience:

• High School Diploma or equivalent required; Associate or Bachelor's degree in Healthcare Administration, Business, or related field preferred.
• Minimum 2 years of administrative experience in ABI, healthcare, or human services environment.
• Strong knowledge of ABI and ABI-LTC documentation and compliance requirements.
• Proven ability to manage EVV systems and verify accuracy of client service records.
• Strong Microsoft Word and Excel skills required for data entry, documentation, and reporting.
• Excellent organizational, communication, and multitasking skills.
• Ability to maintain confidentiality, accuracy, and professionalism in a fast-paced environment.

Core Competencies:

• Documentation & Compliance Management
• Organization & File Maintenance
• EVV Tracking & Data Verification
• Microsoft Word & Excel Proficiency
• Communication & Team Collaboration
• Appointment Coordination & Client Support
• Professionalism & Confidentiality

Work Conditions:

• Primarily office-based, with occasional site visits or client appointments.
• Must maintain a valid driver's license, reliable transportation, and pass required background checks.
• Must be able to assist in residential settings when needed.

Job Types: Full-time, Part-time

Pay: $ $18.00 per hour

Work Location: In person