Program Support Specialist

Summary:
Assists the program’s teams by providing day-to-day administrative support to program admin staff, consumers, and direct support professionals as applicable. Works cooperatively with other program staff, outside agencies, DSPs, and organizational leadership regarding programmatic needs and support. This position reports to the Program Director.

Engagement in the mission of Access Alaska and the Five Core Services:

• Independent Living Skills Training
• Peer Support
• Information & Referral
• Self & Systems Advocacy
• Transition

Essential functions: Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions.

• With supervision from the Program Director, this position provides administrative support to programs teams to allow for efficient delivery of services.
• Assist with the biweekly Consumer Directed Personal Care Services (CDPCS) time sheet process, to include corrections, processing, and DSP follow up.
• Assists with the preparation of required paperwork for consumer intakes, 6 months’ visits, and renewals. This includes in-house paperwork for all programs, and other required documents as defined by Senior and Disability Services (SDS), other funders or oversight entities.
• Establishes and maintains positive professional relationships with coworkers, Consumers and their relatives, guardians, representatives, Care Coordinators and community agencies and programs.
• Ensure that any information necessitating a report to Adult Protective Services or a Critical Incident Report to SDS is done within the required timeframe.
• Maintains all databases with accurate consumer information; updates Consumer/DSP lists regularly; inputs and maintains CIL Suite and Therap database information.
• Therap database tasks include set up consumer and DSP profiles, caseloads, and timesheets.
• Assists with DSP hiring, onboarding, and orientations as needed.
• In partnership with Human Resources, monitor BCU and CPR renewals and assure that qualifications are up to date and compliant.
• Assist with DSP evaluations and work availability.
• Assist with DSPs Therap support, training, and corrections.
• Assists in the review of timesheets to make sure that the SLA is followed appropriately, including that the DSP has not worked overtime or unauthorized hours.
• Conduct follow-up calls to DSPs with incomplete or problematic timesheets when needed.
• Printing and mailing of timesheets and other business-related correspondence.
• Attend and participate in Programs staff meetings as scheduled.
• Maintains program tracking spreadsheets including but not limited to tracking renewals, 6-month visits, and others. Will maintain regular communication with the Statewide Program Managers on any trends.
• Preparing program paperwork and consumer paperwork as far as possible to support program associates, independent living advocates, and program managers.
• Providing support with Service Authorization extensions and renewed authorization date check-ins. Making appropriate contacts and working alongside program staff and program managers to ensure these are processed in a timely fashion.
• Recurring Medicaid eligibility checks for consumers.
• Assistance with VA renewals and reports as needed.
• Serves as a point of contact for Therap troubleshooting and training. Works alongside the Administrative Support Specialist to participate in and facilitate training related to Therap for program admin staff and DSPs.
• Assisting with maintaining and updating consumer E-Files across programs monthly. Ensuring all required components are present in preparation for recurring file audits.
• Assist with CIL Suite corrections.
• Data maintenance and entry into State of Alaska Systems.
• Other duties as assigned.

Required education:
High school or general education development (GED) diploma.

Positions requirements: Must be 18 years of age or older, Min 2 years of Customer Service in the health and Human services field or like field, Experience serving Senior and/or individuals with disabilities, Administrative paperwork processing, data tracking to include use of Excel spreadsheets and data entry into database systems have a current- valid driver license, car insurance, and reliable transportation, able to lift (10 to 25 lbs.) repetitively, highly proficient with Microsoft Office Suite to include Excel, Word, and Outlook. Be a self-starter and able to work independently but also collaboratively as a member of a team. Must have the ability to organize, prioritize and meet deadlines, must comply with all Policies and procedures related to HIPAA and Confidentiality.

Preferred skills and Knowledge:
Interest in working with a community-based agency serving Seniors and individuals with disabilities. Working Knowledge of CIL Suite, Direct Secure Messaging, Harmony, and Therap Databases. Familiarity with Support Plans.

Required skills:
Confidentiality, excellent customer service skills, integrity, dependability, teamwork, creativity, problem solving, critical thinking, adaptability, organization, willingness to learn, empathy, professionalism.

Work environment:
In Office and Remote after 6 months

Physical demands:
Reasonable accommodation may be provided to enable individuals with disabilities to perform physical demands.  

While performing the duties of this job, the employee is required to walk, stand, sit, bend, kneel, squat, and verbally communicate in person, by phone and telecommunications. The employee will be required to regularly lift, move, carry, and load items weighing 10-25 lbs., use hands, fingers and wrists for repetitive movements such as grasping, manipulating of objects tools or controls. Specific Vision abilities required by this job include close vision, vision a few feet away, peripheral vision depth perception and the ability to adjust focus.

Equipment Used:
Office Equipment, Computer, Android Phones, Printer/Fax/Scanner.

Position Type: Full Time, Non-Exempt.

Work Hours:
Monday through Friday 8-5

Working Authorization:
All positions at Access Alaska Inc. require a State of Alaska and Federal Name base and fingerprint background check prior to employment. This process must result in an initial Provisional Approval, followed by a full Five (5) Year Approval.

Expectations:
Actively support our mission and our consumer directed approach to providing programs and services. Commitment to and capable of working in a collaborative, cross-organizational team environment. Maintain Confidentiality – Integrity – Professionalism – Excellent Work Ethic – Support of AAI’s Mission Vision and Values 

Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this position, responsibilities and activities may change at any time with or without notice.