On-Site Project Manager

SUMMARY: Under the direct supervision of the Executive Director and the Director of Cadence of Acadiana, Inc. The OSPM is responsible for secretarial duties, the overall operation of general office duties and analysis. Office hours for OSPM’s are Monday-Friday 8-5, unless otherwise approved by the direct Supervisors in writing. All OSPM’s are a liaison for Cadence of Acadiana, Inc. with Department of Health & Hospitals and Office of Public Health.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Keeping the Administration informed of any and all phone calls, emails, and memos received from all State Offices (DHH) and Office of Public Health (Early Steps).

2. Responsible for maintaining Rehab files in an orderly manner, in accordance with established Agency standards.

Maintaining all Personnel Files and processing the following:

· Completion of New Hire Packets and New Hire Files within 2 days of employment

· Setting up new hire drug test through the Human Resources Office

· Getting office keys for new hires

· Making sure all supplies needed are taken care of in a timely manner

· Getting a beeper for the new hire

· Giving the new hire all the necessary papers dealing with time, mileage and leave

· Sending an email to CMIT for an email address (showing the new hire how to check their email

Maintaining training logs for the supervisors and all support coordinators.

Meeting Minutes—Should be filed by the month in a binder or in the OSPM filing cabinet for assess ability:

o Team Minutes

§ OSPM are required to type the Agenda’s

§ A list of team members and minute takers should be assigned for the year in alphabet order

§ All minutes must be typed

§ All team minutes are required to be sent to the Administration office at Pinhook to Debbie/Joy at the end of the month

§ Make sure each meeting has a sign in sheet

o Board Minutes

§ Will be emailed and are required to be in the monitoring file

o QI Minutes

§ Will be emailed and are required to be in the monitoring file/QI Binder

Maintaining all other Administration files needed for monitoring

· Current company insurance

· Turnover rates (supplied by the human resource office)

· Copy of current lease

· Copy of current license

· Copy of current provider list (can be obtained off the internet)

· Copy of the current contract

· Copy of current organizational chart for your office and company

o The OSPM is responsible for making sure the organizational chart for their office is always up to date

Maintain all referrals coming into the office—Includes the following:

· Date stamping all referrals received whether they are sent to our office by email

· Putting the required information in the correct binder

· Meeting with the supervisors to assign the case

· Putting the required information in the LASRS

· Labeling a file folder for the support coordinator

· Maintaining the Waiver Packet

o Must be taken prior to the deadline set by your local Waiver Office

o The Waiver packet must be emailed daily

o If the OSPM is not in the office, then the supervisors is required to take care of this function

3. Responsible for the following office duties:

· Check requests as needed

o Once the check request has been completed it has to be sent to the administration office to be approved

o Then it will be sent to Accounting

· Petty Cash

o Required to be locked at all times

o Used only for emergency supplies (not for gifts of any kind without approval from the Administration office)

o Required to be sent in as needed

· Processing supply orders as needed—Maintaining supplies in your office

o All supply orders MUST HAVE A PO (obtain a PO number from Accounting

o All supply orders must be signed by Administration

· Processing all mail daily

o Purchase postage as needed

o Checking the post office DAILY—All incoming mail must be date stamped the same day it is received and placed in the employees mailboxes

o Taking the mail daily to the post office

· Answering the phone in a timely manner, routing calls, and greeting the public in a professional manner—within 3 rings

REMEMBER ANSWERING THE PHONE IS A PRIMARY DUTY OF THE OSPM

· Monthly billing (Electronic and I/T)

o Processing remittance advice monthly

o Interpreting all reports from the LASRS/BILL STAT Programs

o Meeting all deadlines

o Being able to process and print all reports needed by the supervisors and support coordinators

o Keeping track of the babies we have billed and ones paid or denied

o Making sure you follow up on the denials

· Training

o All new hires are required to attend a two-day training within 4 weeks of their hire date. (This is just for you information—the supervisor is responsible for setting this up with the trainer)

o All OSPM are required to attend any and all other mandated training requested by the company and/or state offices

· Survey’s

o Client Survey

§ Annually—These are required to be send out at the beginning of each quarter for the previous quarter

o Provider Survey

§ Annually—These are required to be sent out at the beginning of each quarter for the previous quarter

· Service Logs

o OSPM is responsible in making sure all Service logs are put into the system in a timely manner once they are received.

o If a service log is not completed correctly then the OSPM is required to return the service log to the supervisor for corrections.

· PA Review Files

o PA Review Files downloaded daily & maintained in a binder

· Close Files

o Closed files are processed as they are closed and placed in a box by the month with a list of the clients in the box on the inside of the lid of the box and on the outside of the box

· Reports

o Provide monthly board report

o Caseload summary as requested

4. Other duties as assigned by the HR Director and the Executive Director.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: Work experience, a Bachelor degree or Master degree. Working knowledge of computers.

OTHER SKILLS and ABILITIES: Knowledge in the proper operation of current office equipment (i.e., phone system, fax machine, calculator, copy machine, etc.).

Computer literate including experience with excel, word, and access.

Minimum typing speed of 55 wpm.

Ability and maturity to work with minimal supervision.

Ability to present a professional image in both appearance and personality.

Ability to work as a team player.

Job Type: Full-time

Pay: $37,500.00 - $40,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Vision insurance

Education:

• Bachelor's (Preferred)

Work Location: In person

Salary : $37,500 - $40,000