Aspire Behavioral Health & Developmental Disabilities Services Job Description
A. ORGANIZATIONAL RELATIONSHIPS
Position Title: Administrative Assistant Status: Exempt
Position Number: Date:
Employee:
Work Unit: I/DD Day Services: PRIMUS County: Dougherty
Immediate Supervisor's Title: Chief Clinical Officer IDD Services
List positions supervised through immediate contact: None
B. QUALIFICATIONS:
- Ability to manage multiple tasks, prioritize workloads, and maintain attention to detail.
- Ability to follow up appropriately on issues, problems, and requests.
- Ability to process information in accordance with agency rules, regulations, policies, and procedures.
- Strong organizational, customer service, interpersonal, and written communication skills.
- Ability to communicate effectively with personnel at all levels of the agency and department.
- Proficiency in using agency-specific software programs.
- Knowledge of current industry developments relevant to assigned responsibilities and of departmental goals and mission.
- Ability to work independently with minimal supervision.
- Display knowledge of EVV, HFR, Regional Board, CARF, and Aspire BHDD compliance requirements.
Entry qualifications include an Associate degree AND two years of related work experience OR Bachelor degree in any related area OR four years related experience in the area od assignment OR one year of experience at the lower level or at equivalent position.
Physical: Able to lift 50 pounds; able to complete Crisis Intervention training and other agency mandated trainings; able to maintain a valid driver's license and able maintain valid auto insurance.
C. EQUIPMENT THAT REQUIRES SAFE AND EFFECTIVE USE:
Fire extinguisher, first aid kit, agency vehicles, vans with or without a lift, adaptive equipment such as a wheelchair. Computer, multi-line telephone and other basic office equipment.
D. BL00DBORNE PATHOGEN CATEGORY (check one)
____Employee routinely performs tasks that involve exposure to blood or other potentially infectious
material as part of their assigned duties (Category I).
_X__Employee performs assigned tasks which does not involve exposure to blood or other
potentially infectious matter, BUT employment may require performing unplanned category I tasks
(Category II).
__ Employee performs assigned tasks which involve no exposure to blood or other potentially
infectious material AND performance of category I tasks are not a condition of employment
(Category Ill).
E. MANDATORY TRAINING CATEGORY (Check One)
_X_ Administrative ____ Direct Care ____ Medical
F. PERFORMANCE IMPROVEMENT
The Albany Area Community Service Board goal is to continually improve the delivery of service
by improvement of person-centered outcomes and satisfaction for individuals served. All employees have a role in performance improvement and are expected to interact collaboratively with co-workers, and other contacts to provide consistent, high-quality, focused services for the individuals supported.
G. ASSIGNED DUTIES
- Performs complex administrative processing, transactions, and other technical-level duties for IDD Services of Aspire BHDD.
- Researches and resolves issues related to assigned responsibilities; prepares documentation and reports; and provides person-centered support and program analysis.
- Provides technical assistance to internal and external customers and staff.
- Manages routine administrative functions for IDD Services, including travel expenses, leases, vendor relations, contracts, telecommunications, building management, purchasing, billing, and inventory.
- Coordinates and approves equipment purchase expenditures and implements policies and procedures.
- May assist with organizational operations, management, and planning.
- Provides routine oversight of failed activities and failed claims in the billing process.
- Carries out assigned responsibilities independently with minimal supervision.
- Serves as a subject matter expert and organizational resource in assigned areas.
Duties Include:
OVERSIGHT OF PROGRAM:
- Verifies Medicaid eligibility for all individuals served by IDD Services.
- Completes Medicaid and food stamp renewals and provides other benefits assistance for individuals in the residential program.
- Monitors failed claims and failed activities across IDD Services and takes timely action to prevent documentation noncompliance and ensure required authorizations are in place.
- Obtains prior authorizations for IDD Services according to the birthday rotation schedule and at other times as needed.
- Communicates wage information to the Social Security Administration as required for individuals in the residential program.
- Monitors EVV and completes residential program schedules to ensure compliance.
- Assists with employee timesheets and leave requests in Dayforce for the residential program.
- Assists with monthly training for IDD residential staff based on requirements of Aspire BHDD, the Social Security Administration, and other external reviewers.
ACCOUNTABILITY:
- Serves as the primary contact for IDD EVV, scheduling, and billing utilization management; completes required EVV tasks and staff schedules and monitors billing for compliance.
- Assists with reviewing documentation for quality.
- Ensures all required daily, weekly, monthly, quarterly, and annual reports are completed and submitted according to established schedules.
- Reviews required reports, logs, mail, and requests as needed and maintains an organized filing system.
- Assists with maintaining compliance with licensing standards.
CUSTOMER SERVICE:
- Prepares memos, correspondence, reports, and other documents.
- Gathers available narrative and numerical data for routine reports and information requests.
- Completes forms in accordance with organizational procedures.
- Collects, opens, reads, routes, and distributes incoming mail and other materials.
- Uses computer application software to assist with research for projects and inquiries.
- Ensures purchase orders are prepared within 16 calendar days after receipt of a bill, or sooner if the bill specifies an earlier deadline.
OTHER:
- Collaborates with other departments to meet deadlines and maintain continuity of care.
- Performs additional duties and special projects consistent with the position or as assigned by the supervisor.
Normal hours: Monday through Friday 8:00 AM 5:00 PM. However, flexibility is required to work various day, evening, night, and weekend shifts when needed. May be necessary to participate in emergency call rotation or cover shift if adequate coverage cannot be obtained by direct care staff.
_____________________________________________ ________________
Employee's Signature Date
______________________________________________ ________________
Supervisor/Manager's Signature Date