Administrative Documentation Assistant

About Us:

The Opportunity Club supports adults with intellectual and developmental disabilities (I/DD) in building independence, community connection, and meaningful lives. We are a mission-driven, growing organization seeking detail-oriented team members who want their work to make a real impact.

What You’ll Do:

• Review, edit, and finalize monthly & quarterly progress reports by the 9th of every month
• Provide clear, constructive feedback to staff on documentation quality and improvements needed to meet the agency standard
• Distribute and file electronic support documentation and reports for agency clientele in accordance with state regulations
• Support client intake documentation and annual updates/renewals by creating action plans and risk strategies crafted to meet each clients' individual experience
• Review client support documents(~200 pages each), digest pertinent content, and consolidate information in protocols for staff to efficiently implement
• Maintain organized, audit-ready digital files by the agency's standard for administrative access
• Represent the agency by communicating with team members and professional relationships via secure email with the utmost courtesy, compassion, and integrity
• Complete informative, educational trainings and attend virtual one-on-ones with supervisors to regularly discuss successes and areas for growth
• Submit weekly status updates on completed and ongoing tasks

We Want Individuals That Are:

• Highly organized with strong attention to detail such as grammatical errors, typos, discrepancies, etc.
• Self-motivated and work independently, maintaining schedules, deadlines, and expectations with minimal need for oversight or intervention
• Skilled with strong professional language and writing, with the ability to communicate efficiently and to our professional standard
• Excellent at time management, task prioritization, and multi-platform organization skills
• Able to handle confidential information with discretion and respect, complying with HIPAA regulations
• Comfortable with flexing and shifting expectations as new tasks are assigned and regulations/standards are updated
• Passionate about the importance of thorough, person-centered documentation, using correct and appropriate language when addressing our clientele
• Able to use critical thinking skills to evaluate each individual's caseload and determine how staff can best support them based on their personal preferences, experiences, and challenges
• Collaborative and excellent with taking initiative
• Communicative and ready to contact supervisors to address questions, updates, and work-related matters

Experience With (Preferred):

• Social services or I/DD services
• Documentation systems and compliance standards regarding support documentation
• Reviewing or editing professional reports for agency audits and recertification
• Maintaining professional relationships with company partnerships and being the "face" of the company
• Creating detailed plans for staff to implement, addressing client preferences and risks during support shifts
• Analyzing and problem solving solutions for successful collaborations between support staff, clients, and their external support network
• Recommending and referring accommodations for individuals with a variety of experiences

Preferred Tools / Systems Knowledge:

• Google Workspace (Docs, Sheets, Drive)
• Electronic documentation systems (Therap, eXPRS, etc)
• Task communication and organization platforms (Asana, Sheets, Signal, etc)
• Virtual meeting platforms (Meets, Zoom, etc)
• PDF and form editors (Adobe Edit, Adobe Fill & Sign, etc)
• Secure emailing systems (Virtru, Paubox, etc)

Compliance & Requirements:

• Must maintain strict confidentiality and adhere to HIPAA regulations
• Ensure documentation meets state and agency compliance standards (accuracy, timeliness, audit readiness)
• Ability to follow documentation guidelines for services supporting individuals with I/DD
• Consistent and reliable deadline adherence
• Professional and prompt communication via multiple platforms (email, chat, etc)
• Ability to work both remote and in office at our SW Portland office as needed for training and staff events
• Access to private, reliable, and secure devices and internet for remote work
• Capacity to remain focused and efficiently complete work-related tasks remotely

Schedule & Growth:

• ~20 hours per week (flexible scheduling)
• Requires the ability to flex as needed to meet a revolving deadline for report distribution by the 9th of every single month
• Performance-based reviews with opportunities for raises, advancement, and increased responsibilities
• Creative job solutions available based on unique skillsets and talents, allowing for career development and lasting experience

Why Join Us?

Be part of a team where your behind-the-scenes work directly supports individuals with disabilities in living fuller, more independent lives. Your attention to detail truly matters here.

Application Questions:

• What's your experience with confidentiality and HIPAA regulations in regards to handling sensitive client information?
• What is your current access to a computer, internet, and a secure workspace suitable for handling confidential information?
• What is your experience with the following platforms: Adobe, Virtru, Therap, Google, Asana, and eXPRs
• Are you available to work increased hours during the first week of each month to meet reporting deadlines?
• What experience do you have creating specialized action plans and response strategies based on unique experiences and challenges?
• What is your current experience working with administrative documentation, reports, or data entry requiring high attention to detail?

Work Location: Hybrid(Remote/In-Office)

Pay: $19.00 - $23.00 per hour

Benefits:

• Flexible schedule
• Paid time off

Application Question(s):

• Are you able to maintain strict confidentiality and comply with HIPAA regulations when handling sensitive client information?
• Do you have reliable access to a computer, internet, and a secure workspace suitable for handling confidential information?
• Are you available to work increased hours during the first week of each month to meet reporting deadlines?
• Do you have experience working with administrative documentation, reports, or data entry requiring high attention to detail?

Work Location: Hybrid remote in Portland, OR 97219

Salary : $19 - $23