Program Assistant II

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OPEN UNTIL FILLED

JOB SUMMARY :

The Program Assistant II - Developmental Disability (DD) Services provides administrative and clerical support for designated programs under the supervision of DD Services to ensure compliance with applicable agency policies and procedures, licensure regulations, and the Virginia Department of Medical Assistance Services (DMAS) provider requirements. Provides assistance/support to program coordinators and collaborate with the DD Leadership Team on program/division development.

ESSENTIAL FUNCTIONS :

• Provide administrative and clerical support for the Developmental Disability (DD) Program, including but not limited to Intermediate Care Facilities (ICF), Assisted Living Facilities (ALF), and Developmental Disability Services. Provide assistance/support to program supervisors to ensure compliance with Licensure, Medicaid, and Human Rights are met in all programs under the supervision of DD Services. Collaborate with the DD Service Leadership Team on program/division development.
• Review and manage tracked documentation to monitor the receipt of monthly licensure and Agency requirements. Coordinate with program supervisors to obtain documentation to comply with Agency policy, VA Licensing, Medicaid, and Human Rights Standards. Monitor and track HCBS Competencies for the Residential programs.
• Manage the overall day-to-day functions of the office. Order and maintain office/facility supplies. Initiate, receive, and process telephone communications necessary to program operations. Route all incoming mail. Maintain visitor's sign in/sign out log and required facility drills.
• Assist with various aspects of the electronic health record for individuals served and complete system access request for programs.
• Review and monitor relevant billing measures to ensure accurate and timely payment of all claims and provide monthly productivity reports. Verify ongoing insurance coverage and monitor billing/claims to ensure receipt of reimbursement.
• Attend staff meetings as needed; prepare documents and distribute minutes/information. Review timecards and complete timekeeping entry as needed.
• Run various reports for assigned program(s), and submit monthly.
• Complete charge documentation and verify visa statement for program expenses. Review vehicle mileage log and reconcile with receipts.

OTHER DUTIES :

• Provide such other administrative support and other duties as assigned by supervisor.

QUALIFICATIONS:

• Good oral and written communication skills
• Good math and accounting skills
• Knowledge of computer applications and operations
• Knowledge of and skill in the principles of management and supervision
• Knowledge of and skill in budgetary and fiscal management areas and data analysis
• Knowledge of and ability to deal with clients with Severe Mental Illness (SMI), DD, and Substance Abuse (SA)
• Work skills involving independent judgement and planning; time management and organizational ability

Minimum Requirements

EXPERIENCE/EDUCATION REQUIRED :

One year or more of office experience required.

Associate Degree in Administrative Technology or related field is preferred.