REPORTS TO: Director of Community Supports

SUMMARY: Administrative Support is responsible for maintaining client databases and other various clerical duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES Essential duties include the following but not considered an inclusive list.

• Assists Regional/Training Directors with scheduling Central Arkansas Region monthly/bimonthly appointments for face-to-face meetings/training, open enrollment, etc.
• Assists Regional Director with New Hire reference checks, ensures New Hire packets contain most current forms.
• Assists all new employees in completing New Hire/Managers packets, while ensuring accuracy prior to submission to Human Resources.
• Performs various HR-related activates including testing, fingerprinting, etc.
• Works with Regional Director on monthly billing audits, utilization reports, plan expenditures, and financial audits for all local implemented programs.
• Updates employee tracking database with contact information and routes to all management staff.
• Assists Regional Director with special projects including agency festivals, parent meetings, etc. as needed.
• Assists Service Coordinators/Direct Support Professionals in locating staff for all program vacancies.
• Assists Service Coordinators with internet research for information on products being accessed through Medicaid Waiver.
• Assists Service Coordinators/Direct Support Professionals in typing/proofreading documents (MAPS, timecards, letters, etc.).
• Assists Service Coordinators in new client folders set up for Waiver and Adult Development.
• Enters all new clients (Waiver & Adult Development) in database.
• Assists Service Coordinators/Director Care Supervisor/Regional Director with file audits and monthly billing issues.
• Assists Service Coordinators in completing Medicaid eligibility forms.
• Files all client records and weekly documentation notes as submitted.
• Files all client timecards as submitted.
• Inactivates (purges) clients from database as discharged from program.
• Maintains purged files in accordance with procedures for Waiver/Adult Development programs.
• Ensures all monthly/quarterly drills are routed to QA and filed on site.
• Produces various computer documents/presentations using Microsoft Word, Excel, and Power Point.
• Utilizes proficient grammar skills in producing all documents.
• Proofreads/edits all documents; both produced and other.
• Performs clerical duties as needed, including operating copier, sending faxes, updating postage machine, routing interoffice mail, and ensures outgoing/incoming mail delivered/picked up at post office daily.
• Ensures postage meter filled as needed.
• Maintains communication with copy machine vendor(s) for all repairs at all sites.
• Purchases office supplies and keeps office well stocked, in compliance with FCC procedures on supply warehouse policies.
• Completes Purchase Orders and ensures correct budget coding.
• Handles vehicle checkout/in and maintenance schedules.
• Answers phones in a professional manner.
• Serves as Driver for participant day trips to various state locations. Driving may be required on as much as a daily basis. Required to undergo periodic driving tests and demonstrate proficiency in the operation of a motor vehicle, including passenger vans. Employee may also be required to drive his/her own personal vehicle at times and maintain adequate liability coverage on any personal vehicle used to transport participants.
• This is a safety sensitive position.

Maintains confidentiality of all information received regarding Friendship Community Care, Inc. and the clients. Conditions of confidentiality shall be in compliance with Friendship Community Care Non-Disclosure Policy and HIPAA Policies.

This job description is not intended to be all inclusive, and employee will also perform other reasonable related business duties as assigned by immediate supervisor and other management as required.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write simple correspondence. Ability to effectively present information in one‑on‑one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell.

The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, peripheral vision, and the ability to adjust focus.

QUALITY ASSURANCE & COMPLIANCE: To adhere to the following and comply with all Quality Assurance's & HIPAA procedures:

• The Code of Conduct and Compliance Investigation Procedures as read and discussed in the new employee training must be followed at all times.
• Consumers' progress notes be maintained and completed daily or as needed on the prescribed forms.
• Consumers' records must be maintained weekly, monthly, quarterly, and yearly. All information must be filed in consumers' records as needed and updated as prescribed by funding sources.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

This organization reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment.