Administrative Specialist

KEY RESPONSIBILITY OVERVIEW:

The HCBS Administrative Specialist plays a crucial role in supporting program operations through key responsibilities that include designing and maintaining forms and packets to ensure compliance with state and federal HCBS guidelines. This role involves regularly updating and managing program data, including spreadsheets, tracking systems, and consumer/client demographics in the Ascend program. The specialist also oversees the receipt, review, and processing of CDS Personal Care Attendant applications to ensure they meet program standards. Additionally, they coordinate the timely ordering and documentation of Specialized Medical Supplies (SMS) for CDS consumers under the IL Waiver program. Ensuring compliance with all relevant policies and regulations, the specialist prepares and submits accurate reports on program updates, application statuses, and SMS transactions. Effective communication and collaboration with program staff, case managers, consumers, and personal care attendants are essential to support seamless program operations and maintain high standards of service delivery.

Essential Functions

• Form and Packet Creation
• Design, create, and update forms, packets, and documentation for HCBS programs in compliance with state and federal guidelines.
• Data Management and System Updates
• Maintain and update program information, including spreadsheets and tracking systems.
• Update and verify consumer/client demographics in the Ascend program regularly.
• Application Processing
• Receive, review, and process CDS Personal Care Attendant applications, ensuring compliance with program standards.
• Specialized Medical Supplies Management
• Coordinate the timely ordering and documentation of Specialized Medical Supplies (SMS) for CDS consumers under the IL Waiver program.
• Compliance and Reporting
• Ensure adherence to all relevant policies, procedures, and regulations.
• Prepare and submit reports related to program updates, application statuses, and SMS transactions.
• Communication and Collaboration
• Collaborate with program staff, case managers, and stakeholders to support program operations.
• Provide clear and timely communication to consumers, attendants, and other participants.

SKILLS REQUIREMENTS:

• Attention to Detail: High level of accuracy in data entry.
• Record-Keeping: Strong, precise record-keeping skills.
• Excel Proficiency: Advanced skills with Excel and familiarity with PDF tools such as Adobe.
• Problem-Solving: Effective decision-making and ability to manage complex situations.
• Time Management: Ability to set priorities, meet deadlines, and manage tasks independently.
• Organization: Capability to organize and plan various tasks and projects effectively.
• Communication: Excellent written and verbal communication skills.
• Flexibility and Initiative: Resourceful, adaptable, and self-motivated.
• Teamwork: Desire to work collaboratively with diverse groups.
• Adaptability: Flexible in dealing with job functions and schedules.

EXPERIENCE REQUIREMENTS:

• At least 2–3 years of administrative or office support experience.
• Familiarity with Missouri’s DHSS Home and Community Based Services programs or similar fields is preferred.
• Experience in data entry, record-keeping, and managing consumer/client information.
• Background in customer service and project coordination is advantageous.

EDUCATIONAL REQUIREMENTS OF POSITION:

• Minimum Requirement: High school diploma or GED.
• Preferred: Associate degree in Business Administration, Healthcare Administration, or a related field.
• Additional Training: Certifications or coursework in office administration, data management, or Excel proficiency is a plus.

PHYSICAL REQUIREMENTS OF POSITION:

The physical demands described here are representative of those required to successfully perform the essential functions of this job.

• Sitting for prolonged periods of time in one posture, standing and walking on hard surfaces for short periods of time.
• Hearing and speaking ability to receive and provide verbal information, in person, on the telephone or via virtual meeting platforms.
• Vision sufficient to drive a vehicle, read, prepare, and proofread documents, read and enter information electronically, perform assigned duties.
• Requires frequent viewing of computer monitors, documents or printed information.
• Reaching, grasping and manipulating objects such as writing utensils, office items, paperwork, syringes and medication bottles and operating keyboards.
• Lifting and carrying light objects up to 5 pounds frequently and up to 20 pounds occasionally.
• Frequent bending, stooping, squatting throughout the day

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

The above information is intended to describe the most important aspects of the job. It should not be construed as an exhaustive list of all responsibilities, duties and skills required to perform the work.

Job Type: Full-time

Pay: From $16.50 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Work Location: In person

Salary : $17