ESSENTIAL DUTIES AND RESPONSIBILITIES:
Work directly with Direct Care Staff (DCS) in order to collate the census for the billing department.
Assist Director in coordinating the weekly staff meetings via email or phone calls with DCS.
Answer phone, take messages, and direct callers to appropriated entities
When scheduled, assist with all DCS scheduling including verifying weekend and upcoming staff coverage on a weekly basis
Be available, when scheduled, to take calls regarding DCS call outs and assist in procuring coverage
Maintain the organization of the files in the main office which includes shredding documents as needed
Work with Qualified Intellectual Disability Professional (QIDP), Program Director, Program RN and DCS in order to maintain a paperwork overflow system for the homes
Under the direction of the Program Director, QIDP and Program RN, follow- through on information requested by parents and outside agencies as necessary
Prepare and process required documents, assure that the documents are signed by appropriate party and mail
Schedule and confirm the attendance at all program meetings including ISPs, Human Rights, etc. and record on program Google Calendar.
Maintain consultants’ information current for each group home.
Prepare residents TARs as necessary
Prepare forms and monitor all Medi-cal and HUD documentation.
Work with Accounting concerning any problems regarding TAR’s and HUD billing concerns.
Fax materials and file appropriately.
Follow-through with documentation and/or maintenance requests as determined by program Director based on any Quality Assurance walk-throughs.
Update client’s contact information regularly and as needed (including posting new information in each group home)
Work with QIDP to ensure that all monthly reports and documents are updated and filed correctly in each house
Make trips to the Sherman Oaks main campus, Van Nuys campus or into the community in order to pick-up or purchase program materials including submitting and/or picking up petty cash
Open mail and take care of appropriate requests
Xerox copies of regularly used documentation papers and keep maintained
Travel to each group home and file program documentation to include client specific correspondence, ISP materials, medical and program paperwork such as in-service notes.
Maintain office supplies
Update and maintain the master files
Monitor petty cash and other special activity allotments
Inform Maintenance of any issues for repair etc. regarding DD houses brought to Administrative attention
Submit check requests under the direction of the program Director
Monitor the spending and receipt collection related to check and P&I requests on a regular basis
Work with the Program Director and DCS to publish a newsletter on a quarterly basis
Work with the Program Director and DCS in order to assist in the coordination of monthly/special occasions/celebrations and decorations for the houses
High School diploma or equivalent preferred
Minimum two year of experience in an office environment
Great organizational and follow through skills
Excellent verbal and written communication skills
Computer experience including proficiency in Microsoft Office
Valid California driver’s license and car insurance required