This position provides administrative support to the Director of Developmental Services, Assistant Director of Developmental Services, and Developmental Services Division. The Senior Administrative Specialist frequently interacts with individuals both internal and external to the agency and is called upon to assist said individuals with projects and tasks as assigned. Independent judgment is required to plan, prioritize and organize a diversified workload.

MINIMUM EDUCATION, TRAINING, REQUIREMENTS AND PREREQUISITES

• High School or GED Diploma High school diploma or equivalent of 2-4 years’ experience
• Experience in a Human Services agency preferred.
• Valid Virginia Driver’s License and proof of insurance
• Satisfactory Driving Record in compliance with Driver Requirement Policy
• Access to a personal vehicle
• Proficient in the use of all Office 365 programs and other types of databases. Is able to create excel spreadsheets and do database entry and reports.
• Knowledge of business office operations and administrative clerical operations
• Knowledge of and ability to comply with state licensing, Medicaid and other agency standards.
• Problem solving skills - ability to identify and resolve problems in a timely manner and gather and analyze information skillfully
• Planning and organizing skills - ability to plan and organize work, use time efficiently and develop realistic action plans
• Quality Control – ability to demonstrate accuracy and thoroughness and monitor own work to ensure quality
• Adaptability - ability to adapt to changes in the work environment, manage competing demands and deal with frequent change, delays or unexpected events
• Ability to actively promote and personally observe safety and security procedures and use equipment and materials properly
• Serves as a mandated reporter
• Ability to work effectively with people from diverse backgrounds
• Ability to maintain records, prepare reports and required paperwork according to licensing and agency requirements in a timely manner
• Flexibility to work at sites other than usual work location when circumstances warrant
• Ability to observe health and safety regulations
• This is a remote position but does require some travel.
• Monday-Friday 8am-4pm or similar

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions: May be required to perform any of the following duties:

Developmental Services Responsibilities:

• Maintain Administrative Assistant Duties for the Developmental Services Team
• Schedule and maintain calendar of appointments; coordinates meetings, interviews, events and other similar activities including scheduling meetings and site visits as needed for office staff.
• Prepare and distribute business correspondence (often using word processing, spreadsheet, and presentation computer software) via multiple avenues including fax, postal service, e-mail, etc.
• Maintain confidential files noting any missing documents and regularly communicating file status to the necessary parties
• Maintain office supplies list; purchase, inventory and stocks office supplies and products
• Order and receive deliveries as needed
• Prepare meeting minutes, meeting notes and internal support materials.
• Respond to employee requests and answer employee questions within the scope of knowledge and responsibility.
• Ensure phone calls are answered and directed accordingly
• Assist with new employee processing by gathering new employee data from, monitoring forms for accuracy and forwarding documents to proper individuals for approval and processing
• Oversee new hire processing by scheduling new hires for processing; receiving applications; assisting with screening of applicants; arranging interviews, and for needed trainings etc.
• Prepare and forward all HR related correspondence to the HR office
• Track other needed personnel documentation including evaluations and items needed for personnel files via spreadsheet and inform appropriate staff of missing or needed items.
• Provide guidance and feedback to DS Administrative Assistants.
• Coordinate orientation of new employees in assigned area.
• Maintain upkeep of Virginia Waiver Management System (WaMS) Status list
• Analyze and interpret policies/operations manual; develop, revise and implement procedures for program or function.
• Organize and/or participate in outreach activities that may include communications, events, training and/or conferences. May participate in development of budgets and monitor expenditures.
• Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
• Prepares Identification Badges for all New Employees and maintains badge list
• Monitors annual evaluation spreadsheet and sends reminders for completion.
• Monitors competencies statewide and ensures they are maintained accurately.
  • Completes and maintains DBHDS Provider Designation and Database
• Monitors Incident Tracking Spreadsheet and sends out alerts when information is missing
• Maintains FCP Portal and Housing Listing on Agency Website
• Completes Monthly List of Excluded Individuals and Entities (LEIE)
• Assists with form development and form changes as needed
• Trains new Administrative Assistants on Credible for FCP’s
• Facilitates communication between enCircle and On Call Service
• Supports director team with special projects throughout the state
• Enters and monitors worker’s compensation incidents
• Conducts investigations as needed for all Level III incidents and Level II incidents when delegated
• Perform other related duties as required and assigned

We offer a competitive salary starting at $43,890 commensurate with experience based on location and an exceptional benefits package including:  

• Health, Dental and Vision Insurance 
• Nationwide Pet Insurance, including coverage for reptiles, birds and exotic pets
• 401(k) and 401(k) Matching
• Employee Assistance Program, including Access to Chaplain Services
• Educational Assistance Program
• STD, LTD, Life, and AD&D Insurance 
• Generous PTO and Paid Holidays 
• Retention Bonus 
• Cell Phone Reimbursement
• Unlimited Access to Premium Calm App for Staff plus Friends and Family
• Early access to paid wages with PayActiv