Self-Direction Administrative Assistants

Self-Direction Administrative Assistants

Hybrid - n/a, NY 10303

Overview

Salary Range $40,940.00 - $60,940.00 Salary Position Type Full Time Job Shift 40 hours Education Level Associates Degree Preferred Travel Percentage Admin - Personal Car (Infrequent) Category 190 - Other Support Staff

Description

Person-Centered Care Services is a not-for-profit organization that creates social change within communities by supporting people with disabilities on their journey to self-identity and acceptance. We are more than just a workplace we are a community built on our core values:

Support: Our responsibility as human beings are to support ourselves and one another.

Equity: To participate in community is to have active citizenship. To be a participating citizen, one must have opportunities that are equitable, which accommodate the differences all human beings have.

Acceptance: One of the most vital components of having a quality of life is love. It is okay to tell someone you love them; more importantly, it is okay to show them. To accept another for who they are and what makes them human can be a most validating experience; it is self-empowering.

Benefits of Joining Our Team

• Health Coverage: Medical, Vision, Dental, and Life Insurance for employees working 30+ hours/week.
• Telehealth Services: Employer-paid access for all employees, regardless of hours.
• Voluntary Benefits: Including Accident, Disability, Legal, Identity Protection, and Pet Insurance.
• 403B Retirement Plan: Secure your financial future.
• PTO & Holidays: Generous time off, including your birthday!
• Employee Perks: Discounts on wireless plans, entertainment, dining, travel, and more.
• Financial Support: Bi-weekly stipends for eligible cellphone and transportation expenses.
• Education & Development: Tuition reimbursement and career advancement programs.
• Wellness Support: Access to the Employee Assistance Program.
• Referral Program: Earn rewards by promoting our inclusive workplace.

Key Responsibilities

The Self-Directed Administrative Assistant provides essential clerical and organizational support to ensure the smooth and compliant operation of Self-Direction services for people supported with developmental disabilities. Working under the direction of Supervisors and Fiscal Intermediary Coordinators, this role supports tasks such as compliance record maintenance, and communication with families, Support Brokers, and provider agencies as needed

• General Administrative Support
  • Provide daily administrative and clerical support to Fiscal Intermediary (FI) Coordinators, Support Brokers, families, and Self-Hired Staff within the Self-Direction program.
  • Maintain and update files of people supported to ensure accuracy, completeness, and regulatory compliance in all databases and systems.
  • Prepare, review, and process Personnel Action Forms (PAFs), and Performance Discussion Forms (PDFs)
  • Support compliance filing and documentation management, ensuring all materials meet OPWDD, Medicaid, and agency standards.
• Communication & Coordination
  • Follow up on missing or incomplete documentation, respond to routine inquiries, and direct complex issues to the appropriate team members.
  • Communicate policy updates and procedural changes promptly and clearly to staff and stakeholders.
• Reporting & Resolution
  • Support incident reporting and follow-up processes in accordance with OPWDD standards and agency procedures.
  • Escalate complex or sensitive cases to the Self-Direction Administrative team as appropriate.
  • Stay current on state and federal regulations that impact Self-Direction operations and ensure that practices align with updated requirements.
• Compliance & Quality Assurance
  • Ensure all activities and documentation related to Self-Direction services adhere to OPWDD regulations, Medicaid guidelines, and PCCS policies.
  • Monitor internal processes to ensure accurate and compliant documentation of services.
  • Participate in internal and external audits, assist in implementing corrective action plans, and track progress toward compliance goals.
• Advocacy & Participant Support
  • Advocate for the needs, preferences, and rights of people supported, ensuring person-centered services and adequate support delivery.
  • Assist people we support and their families in identifying and connecting with additional resources and services to enhance their quality of life.
• Professional Development
  • Complete all mandatory and assigned training within designated timelines.
  • Take initiative in seeking supervision, coaching, and feedback to enhance performance and skill development.
  • Engage in ongoing professional development to strengthen understanding of Self-Direction operations, OPWDD standards, and administrative best practices

Job Skills

• Communication and Collaboration: Communicates effectively with peers and supervisors by sharing clear, concise updates and information. Supports teamwork by actively listening and contributing ideas in a collaborative manner.

• Decision-Making and Problem-Solving: Identifies and resolves basic issues using established guidelines. Seeking advice for more complex challenges.

• Adaptability and Flexibility: Adapts to shifting tasks and priorities as directed by supervisors. Maintains productivity in a dynamic work environment.

• Organizational Effectiveness: Supports operational efficiency by following established processes and maintaining accurate records.

• Quality of Service: Performs tasks with precision and care, ensuring people we support with IDD receive reliable, respectful, and person-centered support.

Qualifications

• Age Requirement: Minimum age of 18.
• Educational Requirements: High School Diploma or GED required
  • Associate's degree in business administration, Accounting, Human Services, or related field preferred
• Required Experience:
  • Minimum of 12 years of administrative experience, in healthcare, human services, or Medicaid-funded programs
  • Experience handling sensitive or confidential information in compliance with privacy regulations
  • Attention to detail and ability to handle confidential information
  • Strong organizational and time-management skills
  • Strong communication and interpersonal skills
• Preferred Experience:
  • Proficiency with Microsoft Office (especially Excel), shared databases, and basic reporting tool
  • Comfort with basic data tracking and reporting tools (e.g., Excel); preferred
• Drivers Status: Infrequent Driver, Not Required
• Physical Demands: The nature of tasks may vary based on the people supported. This may include assisting with toileting and hygiene, which could involve lifting. Reasonable accommodation will be considered to enable individuals with disabilities to fulfill essential job functions.

Person Centered Care Services (PCCS) is an equal opportunity/affirmative action employer. All qualified applicants will be considered for employment without unlawful discrimination based on race, color, creed, national origin, sex, age, disability, marital status, sexual orientation, military status, prior record of arrest or conviction, citizenship status, or current employment status. PCCS values diverse experiences, including with regard to educational background and justice system involvement. Justice impacted folks who embrace our values of support, equity and acceptance are encouraged to apply, PCCS prides ourselves in leading the way on implementing fair chance forward hiring. We depend on a diverse staff to carry out our mission.