What are the responsibilities and job description for the Quality Assurance Supervisor position at Special Service for Groups, Inc.?

Special Service for Groups, Inc.

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Job Announcement _____________________________________________________________________________

Title : Quality Assurance Supervisor Division : HOPICS

FLSA : Non-Exempt, Full Supervisor : Senior Manager

Pay Range : $28.00-$32.00 Per hour Revised : 12.24.2024

Summary

Under the direction of the Senior Manager for Contracts, Compliance and Performance, the Quality Assurance Supervisor is responsible for the overall supervision and management of client case file integrity, file system creation and management, internal and external contract monitoring, file room management, and all things related to forms, documents, documentation, and quality assurance. They will supervise : one (4) Quality Assurance Specialist and one (1) Quality Assurance Coordinator.

Essential Functions

Monitoring quality assurance support provided by the Quality Assurance Specialist to division supervisors and managers.
Continue to monitor and improve audit systems and procedures in accordance with contract terms and scopes of work.
Prepare reports and data analysis regarding necessary improvement in program performance.
Coordinate with program managers and supervisors to develop corrective action plans.
Collaborate with the Senior Manager for Data & Performance and Data Team to facilitate workshops and train staff to improve documentation and contract compliance.
Work with the Associate Director for Contracts, Compliance and Performance to develop a systematic process to monitor client files and HMIS data quality and integrity.
Prepare and submit timely reports to Associate Director for Contracts, Compliance and Performance.
Ensure files are maintained up-to-date and contain accurate documentation for service coordination / case management, housing placement, rental assistance, and any other service provided.
Prepare monthly reports on contract compliance benchmarks, program fidelity and data standards.
Provides regular scheduled one-on-one and group trainings on documentation and proper case noting.
Provides technical assistance to program managers and subcontracting agencies and facilitates a yearly review of all scope of works, scope of required services and contracts.
Provides support to Fiscal Department during audits.
Serves as the liaison between funder, fiscal and program departments.
Monitors and shares uploaded data reports from funder to program staff on a weekly basis.
Works collaboratively with the Program Evaluation and Data Manager and Regional Data Coordinator to ensure program performance measures are being met through data entry.
Completing training objectives for all reports and updating it as needed.
Reviews and approves time sheets in a timely manner.
Provides coaching, mentoring and staff performance evaluations.
Sets performance standards and expectations for direct reports.
Oversees the creation and maintenance of agency forms, policies, and procedures.
Work collaboratively with management to standardize forms, documents, documentation client files and update funder forms as revisions and / or updates are made.
Some evenings and other non-traditional hours may be required.
Work collaboratively with management team to develop strategies to remove barriers to achieving program goals and outcomes as well as work with management to set quality standards and procedures, and ensuring they are met.
Develop corrective action reports and work collaboratively with division Associate Directors, managers and subcontractor agencies to address errors.
Schedule and conduct file audits / program monitoring for Subcontractors at least once a year (fiscal year).
Provide coaching and develop the Quality Assurance Team.
Complete performance evaluations and address any performance related issues as needed.
Maintain and accurate and updated documentation.
Assist program managers with client follow process, outcomes and on-going delivery of services if needed.
Ensures compliance with legal, fiscal and administrative requirements such as the Health Insurance Portability and Accountability Act (HIPAA) and CARF.
Provide support to agency programs to ensure performance goals are met.
Work collaboratively with outside agencies and partners.
Participate in all mandatory program and division meetings and trainings, as assigned by their supervisor and division director.
Prepare reports in accordance with program requirements and Division policies.
Maintain files / records on client services in compliance with HIPAA, 42 CFR Part 2 and other funding requirements for audit purposes.
Maintain appropriate boundaries; and adhere to SSG’s Code of Ethics and HOPICS’ Core Values.
Represent the Agency in a professional manner at meetings and community events.
Regular attendance required.
Other duties as needed.

Minimum Qualifications - Knowledge, Skills and Abilities Required

Associate’s degree in social services or other administrative, business or housing field is required from an accredited or state approved college or university, with a minimum two (2) years job related experience working with homeless individuals and families OR five years’ experience working in social service field; case management and homeless program experience preferred. If in recovery, a minimum of three (3) years of being drug and alcohol free is required. Working knowledge of Microsoft Word, Excel, and other database programs. Knowledge of resource development, case management and documentation. Ability to work with clients from diverse cultural, ethnic, and socio-economic backgrounds. Ability to communicate effectively, both written and orally. Verification of Employment Eligibility and Background Clearance. TB test required (Not more than (3) month prior to or (7) days after Date of Hire, and renewed annually thereafter), CPR and First Aid Certification required within 30 days of employment with company and valid Driver’s License and auto insurance required. Reliable transportation is required. Proof of COVID-19 Vaccinations (Up to date) and regular COVID-19 testing as determined by SSG Safety Protocols.

Supervisory Responsibilities :

Quality Assurance Supervisor will be responsible for the supervision of the following : four (4) Quality Assurance Specialists.

Environmental Conditions (Working Conditions)

This position is responsible for working in “client friendly” environments and is required to visit other shelters and homeless access centers as part of their duties. Local automobile travel is required. There is some responsibility to work in noisy environments where children and adults are present.

Physical Requirements

The Quality Assurance Supervisor typically spends time sitting, standing, typing, thinking, writing, walking, bending, lifting, driving, carrying (max. 25 lbs.), listening, speaking.

Mental Requirements

This position will require the individual to be able to handle any / all the following : constant distractions, interruptions, uncontrollable changes in priorities / work schedules : be able to process information, think and conceptualize.

Special Service for Groups is an Equal Opportunity / Affirmative Action Employer

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Salary : $28 - $32

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