Virtual Assistant Compliance and Training Officer for a Disability Services and Support Organization in the US (Home Based Full Time)

Virtual Assistant

The client is a family-owned and operated organization that provides support services for adults with developmental and intellectual disabilities. They are defined by a commitment to blending high-level professionalism with a deeply personal, compassionate approach. By fostering an environment where those they support are treated with the same care as family members, they ensure a holistic and dignified quality of life for every individual in their program.

Maintain organized electronic filing systems and records Send reminder emails to QIDPs and RNs one day prior to and on the due date of quarterly and court reports for persons supported Verify that court and quarterly reports have been emailed to the persons support team and compliance Send monthly reminder emails to QIDPs and RNs for quarterly and court reports for persons supported Send monthly reminder emails to consultants for clinical quarterly assessment due for persons supported Verify and ensure clinical quarterly assessments have been email to compliance Update staff training dates for Phase III & Phase IV on Paychex platform Ensure that all Phase I, III, and IV staff records are current and properly maintained in individual staff folders on SharePoint. Ensure all Phase II trainings for persons supported are current and properly maintained in individual persons folder on SharePoint. Submit documentation requests to IMC as needed. Monitor and track expiration dates for employee personnel documentation and notify respective supervisors of upcoming renewals and expiring documents Ensure all staff personnel documentation is updated promptly on the Paychex platform and uploaded into individual staff folders on SharePoint Monitor expiration dates for clinicians' licenses, certifications, and required training, and request updated documentation for upload to SharePoint Help ensure forms, policies, and procedures are updated and properly distributed Schedule employee trainings, orientations, and refresher courses as needed per DDS Send reminder emails to house managers for Keylogs and they ensure are submitted and saved on SharePoint Maintain and update training attendance records and completion dates Update Staff tracking sheets with new hires, transfers and separation Communicate with house Managers and QIDP & RN regarding missing documentation or overdue training deliverables Maintain spreadsheets, track completion and outstanding deliverables for all QIDP and RN documentation Maintain secure storage and proper management of confidential compliance records and documentation in SharePoint. Maintain accuracy of employee data and compliance files Support onboarding and offboarding compliance processes Perform other administrative duties assigned by the Compliance and Training department as needed

Associate or bachelor's degree in any field 13 years of administrative assistant experience Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) Experience with document management systems (e.g., SharePoint, Google Drive, or similar platforms) Strong data entry and database management skills Understanding of basic compliance principles, recordkeeping, and confidentiality requirements (e.g., HIPAA if applicable) Ability to track deadlines for licenses, certifications, and mandatory trainings Experience maintaining organized personnel files and audit-ready documentation Ability to assist with internal audits and compliance reporting Strong written and verbal communication skills Ability to communicate professionally with staff, supervisors and consultants Excellent follow-up and reminder management skills Strong attention to detail and accuracy Ability to manage multiple priorities and meet deadlines Excellent organizational and record-keeping abilities Ability to work independently with minimal supervision

Please only apply for this role if you have the following home office requirements:

Perfectly working headset and webcam Stable internet connection of at least 25 Mbps ~ 50 Mbps Up to date computer system with a minimum of Windows 10 or later and macOS Monterey (12.0) or later Quiet room with no distractions or background noises A backup plan if the power goes out or if your internet connection becomes unstable during your shift