DD ADMINISTRATIVE OPERATIONS SPECIALIST

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POSITION SUMMARY: Under the direction of the Director of Adult Services: Maintain knowledge of DD Waiver Standards, Mi Via Standards and DOH Standards. Provides administrative support to LVF's DD Waiver department. Assist the Director of Adult Services and Service Coordinators with quality assurance and maintaining contractor and client files. Work closely with individuals in multiple programs. Support other Programs as needed, work with electronic records systems. Normal working hours are 8am-4pm Monday through Friday, however there may be times when other timeframe is requested.

DUTIES AND RESPONSIBILITIES / ESSENTIAL JOB FUNCTIONS:

• Knowledge and compliance with policies and procedures of all DD funding agencies.

• Organization and maintenance of office client files and contractor files. Assist with maintaining home books, working books, and field books.

• Assist with follow up/corrective action needed as a result of Quality Assurance team reviews for client and contractor files.

• Responsible for accessing and entering information into the Therap database.

• Responsible for maintaining accurate documentation, records and reports related to service provision and regulatory compliance.

• Occasionally accompany Director or Service Coordinators to home visits/in person visits to DOH/DD Waiver/Respite, CHIS, and Family Living consumers.

• Provide advocacy for individuals on an as-needed, individual basis.

• Assist with DOH/DD Waiver Department on call service.

• Train as back-up for DD Billing Specialist and assist with EVV billing procedures.

• Work closely with program director, direct support staff and multidisciplinary teams to ensure effective communication and coordination of services.

• Member of Quality Assurance Committee who is responsible for auditing files as needed.

• Assist Director of Adult Services with the compilation and completion of monthly Focus on Excellence Reports

• Maintain CPR, First Aid and other training/certifications as required.

• Maintain confidentiality in accordance with HIPAA, LVF policy and state and federal law

• Maintain professionalism for clients, families, team, and community. Must maintain professional boundaries in accordance with best practices.

OTHER JOB RESPONSIBILITIES:

• Assist with maintenance system for tracking employee/contractor training information and mandatory renewal documentation.
• Perform other duties as assigned by the Director of Adult Services or Executive Director

SUPERVISORY RESPONSIBILITIES:

• Assists in overseeing compliance with required documentation in client and contractor files and in electronic database Therap.

ROLE QUALIFICATIONS:

Education Requirements

• Minimum of a High School Diploma or equivalent.

Experience Requirements

• Minimum of three years experience in clerical.
• Experience with database computer programs and quality assurance protocols.

Knowledge of DD Waiver Service Standards or direct care service experience preferred

Other Knowledge, Skills and Abilities

• Demonstrable organizational skills, including time management. Ability to prioritize.
• Requires current knowledge and familiarity of Therap database.
• A general knowledge of DD Waiver services
• Must be able to address crises or challenging situations that may arise with compliance and implement strategies to ensure regulatory compliance.
• Ability to identify and resolve operational issues or barriers that may impact service delivery.
• Requires effective oral and written communication skills, excellent interpersonal skills, and computer literacy in word and excel.
• Strong administrative skills
• Ability to participate as a team member in a flexible and cooperative manner.
• Requires ability to use a variety of office equipment: Fax, Copier, Mail, Computer, etc.
• Bi-lingual a plus: English/Spanish, English/Native American languages

WORKING CONDITIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Manual dexterity needed for computer and phone work,
• The physical environment requires the employee to work primarily inside, in temperature-controlled conditions. Some noise and interruptions are present,
• Must be able to manipulate and operate office supplies and equipment. Occasionally required to lift up to 25 pounds,
• May require need for flexible schedules, including occasional evening and weekend work,
• An automobile at his/her disposal; a valid, non-suspended NM driver's license and a current automobile liability policy and continuous coverage,
• Must pass a pre-employment background check,
• No substantiation or criminal conviction of child abuse or neglect,
• Personal car usage and travel within the state required.

Job Category: DD Job Type: Full Time Job Location: Los Lunas