Job Title : Database Administrator / Administrative Assistant
Department : Compliance / PQI
Employment Status : Full-Time / Regular / Non Exempt
Reports to : Chief Operating Officer and General Counsel (COO)
Qualifications : A Christian with strong convictions who is also in agreement with Josiah White's mission statement, Statement of Faith, and Code of Conduct. A Bachelor's degree in Business or other related field is preferred. This individual must be extremely organized and able to meet deadlines. A high level of computer skills and competence using technology is required for this position. Must be assertive and able to work with a variety of different people.
Job Summary : Provides direct administrative support to the COO. Assist in implementation of the agency's PQI structure. Assist in tracking agency compliance. Assist in tracking licensing and accrediting body compliance. Manage insurance needs. Provide technical support in day-to-day operations of client database.
Basic Responsibilities
Administrative Responsibilities
- Supervise PQI Compliance Administrative Assistant
- Basic data entry
- General computer skills and understanding of common programs
- Compile daily, monthly, and annual reports for the department.
- Organize, schedule and lead agency with file audits
- Track contracts and legal documents
- Record minutes at the Finance and Investment Committee
- Renew Florida Charitable Organization License
- Assist with miscellaneous projects as directed by the supervisor.
- Carry out various administrative duties of the department.
- Perform other departmental tasks as requested by the Chief Operation Officer and General Counsel.
Insurance Coordination
Track insurance needsCoordinate insurance renewal processProvide insurance information to relevant partiesUpdate insurance information as needed throughout the yearPolicy and Procedure Gatekeeper
Provides oversight of the maintenance and storage of policies and procedures; participates with other leaders as needed to update policies and procedures in accordance with programmatic regulations.Responsible for maintaining a database and assigning numbers to all (across departments) policies and procedures.Responsible for keeping current versions of program-related policies and procedures posted on policy drive.Collaborates with other leaders as needed to develop communication strategies for changes made to current and new policies and procedures.Electronic Medical Record (EMR) System Administrator
System Administrator responsibilities include responding to questions and operations issues related to the use of the EMRCommunicate issue with system to corporate support center through online portalPartner with end users to improve / enhance, change or add to current programs,forms, and set-up proceduresProvide access and set up navigation for new staffWork with business office on set up and implementation of electronic billingWork with staff to create reports through the EMRDocuSign System Administrator
Add users as needed to DocuSignTrain users in DocuSignAdd templates and manage the use of DocuSignRecord Requests
Provide records in accordance with HIPAA to requesting individualsTrack the release of recordsMaintain familiarity with HIPAA and privacy practices regarding release of recordsSkills, Supervision, Knowledge, and Ability :
This position requires a person that is extremely organized, dependable, and has a strong attention to detail and accuracy.Must have strong computer technology skills and be able to apply current technology best practices to program development including the ability to train other users on various databases.Must also be proficient in understanding and using the client database.Must be proficient in Google Suite.Must be able to maintain professional boundaries and confidentiality.Must be able to write legibly; take concise notes; and write letters.Must be able to establish priorities and maintain flexibility and courtesy in response to schedule conflicts, interruptions, and / or crisis management.Must be very comfortable and effective communicating with persons at all levels of the organization.Must be a team player. This person needs to enjoy working closely with other staff members and have the ability to be flexible, adaptive, and positive in his / her actions.Must be willing to attend training to improve job skills and expertise as required.Will be expected to maintain appropriate hygiene and attire per dress code.Must be committed to the Mission, Core Values, and Vision of Josiah White'sPhysical Demands of Position :
Must be able to tolerate computer work.Must be able to sit for long periods of time.Must be able to go up and down stairs.Must be able to maintain a clean work area.Working Conditions :
General office hours are : 8 : 00am to 4 : 30pm Monday through Friday.Work in regional offices, attending meetings, conducting staff trainings, and other duties may extend beyond these office hours.
