BSS Administrative Assistant

Job Description

Job Description

Job Title: BSS Administrative Assistant

Salary: $25/hr. to $29/hr.

JOB PURPOSE:

To provide administrative support to members of the Behavioral Support Services department. This will include preparing documentation for processing, data entry, and accounting for funds, tracking PCP’s, submission of reports, maintaining CaseWorthy database, receiving and making telephone calls and participating in special projects as requested.

This is a hybrid position that will include remote and in-office days in our Prince Frederick office.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Enters billing information and maintain client information in CaseWorthy as related to the PCP.
• Tracks PCP’s for BSS services and funds. Develop and maintain complex databases as requested to assist in the development of reports, identifying trends and efficient, effective processes for the department.
• Reviews CaseWorthy service logs for the entire department ensuring compliance and accuracy for fiscal integrity for billing.
• Collaborates with BSS Director for new client assignments in appropriate demographic area.
• Routing email correspondences to the appropriate parties (BSS Staff), for items such as DDA clarifications, PCP meetings, and case updates.
• Responsible for developing PCP documents, monitor LTSS for Service Approvals validating funding is accurate prior to acceptance.
• Reviews LTSS for Approved PCP’s, and obtain copies from CCS. Enter approved PCP information into CaseWorthy, and ensure funding is appropriately notated.
• Acquires and processes complex invoices and requisitions for the department. Reviews invoices for accuracy, reconciles invoices with appropriate back-up documentation to ensure compliance.
• Maintains and uploads electronic records as needed in Teams or CaseWorthy, including RELIAS transcripts, clinician licenses, insurance, Self-Directed invoices and Contracts.
• Responsible for making calls for the department, as well as receiving and taking messages.
• Provides clerical support to CQI Committee, as assigned. This includes taking minutes at the quarterly meeting, updating the CQI report, if directed, developing charts and graphs as directed. Utilizes electronic means to transmit and display the report and other data for and at the meeting.
• Other duties as assigned.

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Accomplishes all tasks as appropriately assigned or requested.
• Records and types minutes from meetings as appropriate.
• Works with and assists the Arc’s fiscal coordinator with special projects as needed often requiring quick resolution.

EDUCATION AND EXPERIENCE:

• Three years office experience, required.
• Knowledge of DDA (developmental disabilities administration and PCP (person centered plan) knowledge preferred.
• High school diploma or GED
• Ability to operate standard office machines, including a computer, multi-function copier, and fax.

JOB KNOWLEDGE, SKILLS AND ABILITIES:

• Possesses a proficiency in computer-based accounting software, Excel, Word, Adobe and Teams.
• Demonstrates excellent verbal and written communication skills.
• Has a good command of the English language both oral and written.
• Ability to maintain a complex filing system and to work on several projects simultaneously.
• Ability to plan work, organize and maintain workflow while maintaining flexibility to deal with varied tasks and priorities.
• Ability to work in a professional manner with a wide variety of individuals including persons receiving services, consultants, provider agencies, families and the public.

WORK ENVIRONMENT:

• While performing the duties of this job, the employee is not exposed to weather conditions.
• The noise level in the work environment is usually moderate.
• Usual office working conditions.
  

AMERICANS WITH DISABILITY SPECIFICATIONS (PHYSICAL DEMANDS)

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit for long periods of time; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, depth perception, and the ability to adjust focus. Usual office working conditions.

The Arc Southern Maryland is a drug-free employer. All offers of employment will be contingent on a successful background check. The Arc Southern Maryland is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, gender identity or expression, marital status, genetic information, protected veteran status, disability, sexual orientation, religious and or political beliefs. We recruit, employ, retain, compensate, train, promote, discipline, terminate and treat all employees and job applicants based solely on qualification, performance, and competence.