Administrative Assistant Day Services Programs

Summary

Provides administrative support to the Director of Day Services and may provide support to other management within day services.  Responsible for administrative oversight of tracking systems and schedules for the day services function.  Oversees the Day Habilitation Support Plan tracking system and process ensuring notification to teams regarding due dates.  Assists with the administrative management of the quarterly progress review system. 

Essential Job Functions

• Creates, edits, distributes, and maintains correspondence and other documents as assigned.
• Maintains and utilizes Day Services databases
• Performs other administrative duties as requested including copying, distribution and mailings.
• Administers tracking system for Day Habilitation Support Plan process including monitoring compliance with timelines for Rehab Service Need Assessments, Day Hab Support Plan meeting documentation, Monthly Review of Treatment and Goals, Quarterly Progress Reviews by Interdisciplinary Team, Monthly Nursing Notes and Annual Nursing Assessments.
• Inputs DHSP goals on Daily Data Sheets, copies and disseminates same to Program Supervisors and Developmental Specialists.
• Provides reminders to Clinical Staff and Coordinators regarding required documentation and tracks documentation as it arrives, provides report to Director regarding missing documentation for follow up.
• Makes copies of all required DHSP documentation and tracks and forwards same to appropriate parties including DSS, families, guardians, etc.
• Assists Day Habilitation Nursing Manager with all monthly nursing documentation including coping, medication and treatment administration logs, filing completed documentation in individual’s clinical record, copying and filing medication side effect sheets.
• Maintains organized documentation required for OQE & CARF Accreditation and Medicaid audits.
• Formats revised Day Services policies and procedures and disseminates changes to appropriate parties, maintains master policy and procedure manual and provides copies as needed.
• Provides copies of attendance sheets weekly, collects completed rosters weekly, enters billing attendance for both DDS Funded and Masshealth funded clients then copies and forwards to the Director for review.
• Copies lesson plans and maintains program binders for every group/activity offered.
• Assists in preparation of petty cash reconciliation documentation for all day habilitation accounts, prepares for final review, copies documentation and forwards to Business Office monthly
• Maintains sufficient levels of office supplies for the program, adhering to agency purchasing policies and practices; collates all office supply orders and prepares for Director’s review, inventories received supplies and distributes to appropriate person.
• Occasional local travel may be required.

• This job description is not all-inclusive and does not state or imply that these are the only duties to be performed by the incumbent.  The incumbent is required to follow/perform any job related instruction/duty/project as directed by their immediate supervisor.

  
  

Education and Experience

• High school education or GED equivalent is required.  A business related college degree is preferred.
• Superior communication, interpersonal, and multi-tasking skills as well as the ability to handle highly confidential information and work well with minimal supervision.
• 3 years’ of related administrative experience is required.
• Preference will be given to applicants with experience working in an administrative capacity in a human services environment.

Certificates/Licenses/Registrations

Valid Driver’s License Required

This job description is not all-inclusive and does not state or imply that these are the only duties to be performed by the incumbent.  The incumbent is required to follow/perform any job related instruction/duty/project as directed by their immediate supervisor.