Behavior Department Administrative Assistant

Job Description

Job Description

Behavior Department Administrative Assistant

Hourly Rate: $14.00–$17.50 per hour
Employment Type: Full-Time, Hourly, Non-Exempt
Schedule: Primarily Monday–Friday

Position Summary

Chrysalis provides support to people with intellectual and developmental disabilities to help them achieve greater independence and quality of life. We make a difference every day by putting the five Chrysalis Values into practice: Respect, Safety, Fun, Mentoring, and Accountability.

The Behavior Department Administrative Assistant provides administrative, data-management, documentation, quality-assurance, and field support to Behavior Analysts and the Behavior Department. This position works closely with Behavior Analysts to help maintain accurate behavioral data and records, prepare required documentation and materials, monitor deadlines, and support consistent implementation of established Behavior Support Plans.

This position includes both office-based responsibilities and regular visits to residential homes and day programs . The Administrative Assistant works under the direction of Behavior Analysts and department leadership and does not independently develop or modify Behavior Support Plans or make clinical treatment decisions.

Essential Duties and Responsibilities

Behavior Data & Progress Documentation

• Collect, organize, enter, and maintain behavioral data for assigned caseloads.
• Track receipt of weekly behavior data and follow up regarding missing documentation.
• Review and analyze behavioral data for assigned treatment periods and compare progress across reporting periods as directed.
• Prepare monthly Behavior Progress Notes and related data summaries for Behavior Analyst review.
• Prepare and distribute monthly behavioral data and documentation according to established timelines.

Documentation & Quality Assurance

• Conduct routine audits of behavior books, electronic records, white files, and other required behavioral documentation.
• Review Behavior Support Plans, Support Guidelines, consents, rights restrictions, and related documents for consistency and current information.
• Identify missing, expired, incomplete, or inconsistent documentation and communicate findings to the assigned Behavior Analyst or Clinical Director.
• Scan, organize, file, and maintain behavioral documentation in required electronic and physical locations.

Behavior Plan Implementation Support

• Create and update Behavior Analyst-approved data sheets, competency tests, integrity checks, incentive boards, visual supports, token systems, and other supplemental materials.
• Assist with updating behavioral documentation and materials following revisions to Behavior Support Plans.
• Ensure current behavioral materials are available in residential and day-service settings as assigned.

Home Visits & Integrity Checks

• Visit residential homes and day programs to complete assigned observations, audits, and person-specific integrity checks.
• Review staff knowledge of established Behavior Support Plans using approved integrity-check procedures.
• Verify that current Behavior Support Plans and related materials are available to staff.
• Document findings and communicate results or concerns to the assigned Behavior Analyst.
• Interact professionally and respectfully with individuals receiving services during visits and assigned activities.

Staff Competency Support

• Receive, review, grade, and maintain Behavior Support Plan and Support Guideline competency tests using established scoring procedures.
• Compare completed competency materials against current plans and documentation.
• Communicate identified concerns or potential training needs to the assigned Behavior Analyst.

HRC/BIC Support

• Assist with tracking upcoming Human Rights Committee and Behavior Intervention Committee reviews.
• Prepare required HRC/BIC packets and supporting documentation for Behavior Analyst review.
• Attend HRC/BIC meetings as assigned to take notes and support accurate documentation.
• Organize, scan, file, and maintain finalized HRC/BIC minutes and supporting records.
• Assist with tracking required follow-up resulting from committee reviews.

PCSP Support

• Prepare Behavior Department materials for Person-Centered Service Plan meetings.
• Coordinate with Behavior Analysts to ensure Behavior Support Plans, Support Guidelines, consents, assessments, and other required materials are current before packets are finalized.
• Assemble, copy, organize, upload, and maintain completed PCSP behavior packets according to established procedures and timelines.

Administrative & Department Support

• Monitor email, Teams communications, assigned tasks, deadlines, and follow-up items.
• Maintain organized electronic and physical records.
• Assist with audits and tracking of behavior-related reinforcement funds and supporting documentation as assigned.
• Communicate professionally with Behavior Analysts, Behavior Analysts in Training, Direct Support Staff, House Managers, Associate Directors, Support Coordinators, guardians, and other interdisciplinary team members.
• Maintain strict confidentiality regarding individuals' records, histories, behavioral information, and other protected information.
• Follow Chrysalis policies, procedures, the Provider Code of Conduct, and applicable DRC requirements.
• Complete other Behavior Department responsibilities as assigned by Behavior Analysts, the Clinical Director, Area Director, or other authorized leadership.

Minimum Qualifications

Applicants must meet one of the following:

• Bachelor’s degree in Human Services or a related field AND at least one (1) year of direct experience working with individuals with intellectual and/or developmental disabilities (IDD);

OR

• At least two (2) years of human services experience.

Definition of Human Services Experience

Human services experience includes work involving the direct provision, coordination, supervision, or support of services that promote human well-being, development, education, independence, functioning, safety, or quality of life.

Consistent with the broad scope of human services disciplines recognized in Qualified Intellectual Disability Professional (QIDP) guidelines, qualifying experience includes, but is not limited to:

• Education and Student Support: Teachers, teacher assistants, paraprofessionals, school bus attendants, school bus monitors, special education staff, and other positions supporting student learning, development, supervision, or safety.

• Behavioral and Mental Health: Behavioral health services, psychology, counseling, mental health support, substance use services, and related fields.

• Disability and Developmental Services: Direct support professionals, caregivers, habilitation specialists, residential support staff, and other positions assisting individuals with intellectual, developmental, or physical disabilities.

• Healthcare and Rehabilitation: Medical assistants, nursing assistants, patient care technicians, home health aides, rehabilitation staff, therapeutic recreation professionals, and related healthcare support positions.

• Social and Community Services: Social work, case management, community outreach, advocacy, family services, youth programs, and services addressing basic human needs.

• Human Development and Wellness: Childcare, early childhood development, recreation, health coaching, wellness instruction, and structured programs supporting physical, emotional, social, or developmental well-being.

Qualifying experience may involve direct services, supervision, education, training, program coordination, or other responsibilities that meaningfully support individuals' needs, development, safety, or quality of life.

General customer service, retail, hospitality, or administrative experience does not independently qualify unless the applicant's responsibilities demonstrate a substantive human services component.

Relevant experience will be evaluated based on documented job responsibilities and the nature of the services provided. Experience working specifically with individuals with intellectual or developmental disabilities is not required under the two-year human services experience qualification pathway.

Applicants must also:

• Be at least 18 years of age.
• Communicate effectively in both verbal and written formats.
• Demonstrate strong organizational skills and attention to detail.
• Be able to prioritize multiple responsibilities and consistently meet established deadlines.
• Be able to accurately collect, enter, organize, review, and maintain data and documentation.
• Be proficient with Microsoft Word, Excel, email, and basic computer applications.
• Be able to learn and effectively use required electronic documentation and data-management systems.
• Be able to work independently while following established procedures and direction from Behavior Analysts and department leadership.
• Demonstrate professional and respectful interactions with individuals receiving services, employees, guardians, outside professionals, and state representatives.
• Maintain strict confidentiality and appropriately handle sensitive information.
• Be willing and able to work in office, residential, and day-service settings.
• Qualification to drive for Chrysalis is strongly preferred but not required .

Desired Knowledge, Skills, and Abilities

• Strong attention to detail and ability to identify missing or inconsistent information.
• Strong general writing, proofreading, and documentation skills.
• Comfort working with numerical data, spreadsheets, graphs, and basic data analysis.
• Ability to create professional documents, forms, spreadsheets, and visual materials.
• Strong interpersonal and communication skills.
• Professional phone, email, and in-person communication.
• Ability to manage multiple projects and changing priorities.
• Ability to follow detailed procedures and recognize when questions or concerns should be referred to a Behavior Analyst or supervisor.
• Ability to accept feedback, ask questions, and learn new skills.
• Ability to work effectively both independently and as part of a collaborative team.

Professional Growth

Chrysalis values higher education, mentorship, and professional development. The Behavior Analyst’s Administrative Assistant works closely with Behavior Analysts and other members of the interdisciplinary team and gains experience with behavioral data, documentation, quality assurance, plan implementation, and services for adults with intellectual and developmental disabilities.

Employees are encouraged to pursue continued education and professional development. Opportunities for advancement may be available within the Behavior Department and throughout the Chrysalis organization as employees gain experience and meet the qualifications of other positions.

Compensation

$14.00–$17.50 per hour

Starting pay within the range may vary based on relevant education, experience, qualifications, and demonstrated skills.

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