IDD Administrative Specialist

Administrative Specialist provides support to IDD Title XIX Waiver Program by performing administrative tasks and ensuring high-quality customer service to clients. Provide support which results in a positive and professional representation of Seneca.

HS Diploma/GED required. Minimum of two (2) years of administrative experience required. Valid driver’s license and vehicle required.

Must pass a Criminal Background Check and Employment Fitness Determination through WVCARES and a drug screen.

SKILLS AND KNOWLEDGE REQUIRED

Able to represent Seneca in a positive manner including maintaining a positive attitude and performing duties in a manner in accordance with Seneca’s Code of Conduct & Ethical Practices. Demonstrated knowledge of computer skills required.

ESSENTIAL FUNCTIONS:

• Provide administrative support to IDD Program.
• Provide high-quality customer service by greeting and welcoming clients and visitors.
• Coordinate and assist support team to ensure direct care staff training and other qualification requirements are met and documentation is maintained.
• Collect and organize staff service logs; ensure services are recorded and entered correctly and timely for billing and payroll.
• Complete audits, as required, for compliance and accountability of documentation.
• Complete weekly billing reports and ensure all services are ready for processing.
• Maintain administrative and clinical documentation, i.e. scanning, filing, etc.
• Schedule and send notice of IPP and other meetings to required attendees; attend and record minutes of IPP meetings; ensure training and other staff qualification requirements are met.
• Contribute to daily efficient operations by collecting information, reviewing and routing correspondence and initiating communications.
• Monitor operations for compliance with safety procedures, direct necessary changes for compliance and report deficiencies with resolution and/or recommendations for resolution to supervisor; adhere to Seneca’s safety policies and procedures; ensure clean/safe environment; free of discrimination and harassment.
• Monitor and maintain inventory of office supplies and equipment to ensure proficient operations. Maintain knowledge of technology equipment and usage.
• Maintain knowledge of all policies and procedures and program manuals, report deficiencies or recommendations to Administrative Coordinator.
• Serve as host/hostess for on-site functions; arrange for supplies, meals and/or refreshments.
• Secure information and protect operations by adhering to HIPAA and 42 CFR Part 2 regulations and Seneca privacy policies and keeping client and corporate information confidential.
• Maintain professional knowledge by participating in training opportunities.
• Other duties as assigned by supervisor.

Minimum Physical Requirements

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

While performing the duties of this job, the employee is frequently required to sit; use of arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard. The employee is occasionally required to stand; walk; reach with hands and arms; climb stairs; balance; bend or crouch; talk and hear; and drive a motor vehicle. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by the job include close vision and distance vision.

This job description reflects management's assignment of essential functions; it does not restrict the tasks that may be assigned.