What are the responsibilities and job description for the Documentation Specialist position at KSA Integration?
Description
KSA Integration is a Service-Disabled Veteran-Owned Small Business (SDVOSB) that provides business and management solutions through three core capabilities: (1) data analytics, (2) comprehensive veterans support, and (3) business process improvement. We are a rapidly growing government contractor that has built a reputation on focused customer service, on-time performance, and continuous improvement. To demonstrate this, KSA was awarded the 2019 - 2023 Inc. Best Workplaces, a prestigious list of businesses recognized for value placed on company culture, standout worker benefits, and the prioritization of employee well-being. KSA also received a spot on both the 2020, 2021, 2022, and 2023 Best for Vets List by Military Times in addition to winning the 2021, 2022, and 2023 Department of Labor “Hire Vets” Platinum Medallion Award.
This Position is Contingent upon Award
Position Overview: This position supports the VA Caregiver Support Program (CSP) Financial and Legal Services contract as a Documentation Specialist. The Documentation Specialist is responsible for maintaining accurate, compliant, and auditable documentation in support of caregiver legal, financial, referral, and reporting activities. This role ensures all contractual deliverables, case materials, and data artifacts meet VA, VHA, HIPAA, and Privacy Act requirements and support program monitoring, audits, and quality assurance.
Benefits:
- Medical, Dental, Vision (82% of employee’s premium paid by company, 25% towards dependents)
- HSA / FSA Medical Plans
- PTO
- Flexible Work Environment and Encourage Work/Life Balance
- 401K with Company Match
- Observes all federal holidays
- Professional Development/Tuition Reimbursement Program
- Annual Career Development Process
Job Type: Full-time/Exempt
Location: Hybrid – Stafford, VA Office
Anticipated Start Date: March 2026
Position Responsibilities:
- Maintain and manage contract documentation to support all PWS deliverables, including caregiver service records, referral documentation, training records, and correspondence
- Ensure documentation supports VA CSP Monitoring & Data Reporting (PWS Task 5.3) requirements, including service dates, service types, and required identifiers
- Maintain organized, secure electronic filing systems compliant with VA Handbook 6500, HIPAA, Privacy Act, and Business Associate Agreement (BAA) requirements
- Support monthly reporting packages by validating documentation completeness and accuracy prior to submission to the COR/PM
- Track documentation related to surveys, outcomes reporting, and OMB-approved data collection efforts
- Assist with preparation for audits, QASP reviews, COR requests, and CPARS-related documentation needs
- Coordinate with Data Analytics, Call Center, Legal, and Financial Service teams to reconcile discrepancies and resolve documentation gaps
- Ensure all documentation reflects non-personal services status and avoids the appearance of inherently governmental functions
Requirements
- Bachelor’s degree required (Health Administration, Public Administration, Business, or related field)
- Previous experience supporting federal contracts, healthcare programs, or social services documentation
- Knowledge of documentation practices involving PII, PHI, and secure data handling
Preferred Skills/Experience:
- Experience supporting VA, VHA, or other federal healthcare programs
- Familiarity with Performance Work Statements (PWS), contract deliverables, and Quality Assurance Surveillance Plans (QASP)
- Strong attention to detail and document version control
- Experience working with secure portals, case management systems, or referral platforms
KSA Integration is an equal opportunity employer.