Compliance Clerk

Job Description

Job Description

About SafeinHome: SafeinHome provides Remote Supports for people with intellectual and developmental disabilities and older adults. Our services combine assistive technology with trained human support available 24 hours a day, 7 days a week. This approach supports people in living more independently while remaining safe in their homes and communities.

SUMMARY:

SafeinHome exists to expand access to reliable, consistent support that enables people to live the lives they choose. Our work supports individuals to maintain stability and continue living in the homes and communities of their choice. Every role at SafeinHome contributes to delivering support that people and families depend on every day.

As a  Compliance Clerk, you will be responsible for supporting the organization's multi-state compliance efforts by preparing, organizing, and tracking regulatory paperwork, business license filings, and provider registration documentation across multiple jurisdictions. This detail-oriented position ensures that all required compliance documentation is accurate, complete, and submitted in a timely manner to maintain the company's good standing in all states where business is conducted. The Compliance Clerk will prepare documents for authorized signatories and assemble supplemental materials for state, regional, and county service contracts.

•        ESSENTIAL DUTIES AND RESPONSIBILITIES including, but not limited to: Adheres to and accurately promotes all Company Policies and Procedures

•        Keeps the work area clean and organized.


•        Responds quickly and practically to emergencies, crises, or unexpected problems during shifts.

•        Does NOT share gossip, inappropriate personnel or personal details, or otherwise incite employee dissatisfaction.

Documentation Preparation and Management

•        Prepare and organize provider registration applications and renewals for multiple states, ensuring all required fields are completed accurately.

•        Compile business license applications, renewals, and related filings for various state and local jurisdictions.

•        Assemble supplemental documentation packages to accompany contracts for state, regional, and county services.

•        Prepare Certificates of Authority and foreign qualification documents for new state registrations.

•        Maintain organized electronic and physical filing systems for all compliance documentation.

•        Create and update document checklists to ensure completeness before submission.

Compliance Tracking and Monitoring

•        Maintain detailed tracking systems for business license renewals, provider registration deadlines, and annual report filing dates across all states

•        Develop and monitor compliance calendars and provide advance notice of upcoming deadlines to management

•        Track the status of pending applications and follow up with state agencies as needed

•        Verify that Certificates of Good Standing are current and obtained when required

•        Update internal databases with registration numbers, expiration dates, and filing confirmations

•        Flag potential compliance gaps or missing documentation for supervisor review

Research and Coordination

•        Research state-specific requirements for business registrations, professional licenses, and permit applications

•        Verify current regulatory requirements and identify changes in state filing procedures or documentation needs

•        Coordinate with internal departments to obtain necessary information, signatures, and supporting documents

•        Communicate with registered agents and third-party service providers regarding filing requirements

•        Maintain up-to-date knowledge of state-specific forms and application procedures

•        Prepare summary documents outlining jurisdiction-specific compliance requirements

Contract Support

•        Review contract requirements to identify necessary supplemental documentation

•        Gather certificates of insurance, business licenses, tax clearances, and other required attachments

•        Prepare organized document packages for contract submissions

•        Verify that all required certifications and credentials are current before contract execution

•        Maintain a repository of frequently requested compliance documents for quick retrieval

Administrative Support

•        Respond to routine inquiries from state agencies regarding pending applications

•        Work across company departments to gather information for compliance responses

•        Prepare documents for authorized personnel to review and sign

•        Make copies, scan documents, and maintain both electronic and paper filing systems

•        Process incoming correspondence from regulatory agencies and route appropriately

•        Assist with compliance audits by retrieving and organizing requested documentation

•        Support annual report preparation by gathering required organizational information

WORK ENVIRONMENT:

•        Standard 40-hour workweek applies, though shift times may vary.

•        Occasional out-of-shift hours phone calls may be required.

•        Time working will be spent in office.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE:

•        High school diploma or GED required.

•        Associate degree in business administration, healthcare administration, or related field preferred

•        Coursework in healthcare regulations, business law, or compliance is a plus

•        Minimum 1-2 years of administrative or clerical experience

•        Experience in healthcare, regulatory compliance, or multi-state business operations preferred

•        Familiarity with business licensing or professional credentialing processes is advantageous

•        Experience with document management systems and compliance tracking software preferred

SKILLS AND ABILITIES:

•        Exceptional attention to detail and accuracy in document preparation

•        Strong organizational skills with ability to manage multiple deadlines simultaneously

•        Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Adobe Acrobat

•        Excellent written and verbal communication skills

•        Ability to read and interpret regulatory requirements and application instructions

•        Strong research skills and comfort navigating state government websites

•        Self-motivated with ability to work independently and follow through on tasks

•        Understanding of confidentiality requirements and professional discretion

•        Ability to adapt to changing regulations and procedures across multiple jurisdictions

•        Complete and comprehensive understanding/proficiency with all Company Policies and Procedures

•        Comprehensive and ongoing understanding of all Company developed software systems required to perform the job function.

•        Works well with a team.

•        Exhibits strong interpersonal and service-oriented skills.

•        Maintains professional but friendly demeanor.

•        Demonstrates proficiency with basic computer programs, such as Outlook Email, Word, and Excel.

•        Manages time effectively and efficiently.

•        Maintains close attention to detail.

•        Demonstrates ability to multitask on a daily basis.

Technical Knowledge

•        Familiarity with state business registration processes (Secretary of State filings, business licenses)

•        Good understanding of HIPAA and related laws and regulations

•        Knowledge of healthcare provider credentialing and enrollment concepts preferred

•        Understanding of Certificate of Authority and foreign qualification processes

•        Experience with electronic filing systems and state regulatory portals is a plus

•        Understanding of compliance frameworks

SafeinHome provides Remote Supports for people with intellectual and developmental disabilities and older adults. Our services combine assistive technology with trained human support available 24 hours a day, 7 days a week. This approach supports people in living more independently while remaining safe in their homes and communities.

Company Description

SafeinHome provides Remote Supports for people with intellectual and developmental disabilities and older adults. Our services combine assistive technology with trained human support available 24 hours a day, 7 days a week. This approach supports people in living more independently while remaining safe in their homes and communities.