Administrative Assistant

Full-time

St Louis, MO

St Louis County

(Hybrid/Remote)

**Remote work but will need to come into the office periodically**

SUMMARY: The Center for Human Services (CHS) has provided exceptional opportunities for individuals with intellectual and developmental disabilities since 1955. Currently, CHS provides programs and services to assist individuals with disabilities, low income, at-risk children, and their families to meet their goals, and experience their best lives while living, working, playing, and becoming a part of their communities. As an organization, we are leaders in excellence, we have a steadfast commitment to solutions, we respect all differences, abilities, and similarities in our employees and clients, and we advocate autonomy!

Supports the Service Coordination Leadership Team by performing clerical and administrative tasks.

• Prioritizes, proofreads, and edits Individual Service Plans (ISP) and addendums for typographical, grammatical, punctuation, continuity, content, and formatting errors
• Tracks various documents for the required signatures and completion by the Service Coordinators to include but not limited to, ISP, Addendum, Service Monitoring (MRMQS) and other related documents as required
• Updates respective team’s trackers with any changes to the team’s caseload
• Distributes incoming faxes and mail for their respective teams as needed
• Monitors and coordinates program staff usage of the Walmart card; if applicable
• Ensures service monitoring notes are emailed to the provider in the applicable county
• Tracks the 24-hour contact dates of new referrals for individuals served
• Tracks and follows up with Service Coordinators regarding individuals scheduled to be discharged and/or transferred. Continues the discharge process regarding individuals that have been discharged from SC services
• Processes mileage and expense voucher verifying totals and accounting codes; sends to the accounting department following approval by Service Coordination Supervisor or Director of Service Coordination-Region
• Processes seminar and training requests for respective teams including, but not limited to, making hotel reservations, online seminar registrations, and processing the Credit Card Vouchers and/or Purchase Vouchers as assigned
• Updates and audits program individuals’ information including, but not limited to, Release of Information (ROI), ISP dates, Medicaid eligibility, and addresses in SETWorks, Department of Mental Health – Developmental Disabilities (DMH-DD) database, and other trackers
• Document Management-Files and distributes documents to internal systems and interested parties as needed (e.g., Designated Record Set, Individual Served, Service Provider, etc.)
• Records and types various meeting minutes including team meetings, provider meetings, supervisor meetings and other meetings as assigned
• Reports quality assurance metrics for respective team
• Maintains office supplies for designated area
• Prepares outgoing mail and maintains the postage meter for the office, as applicable for designated area
• Notarizes documents as needed and as applicable to the county/team

• Trains incoming Administrative Assistants, if applicable for designated area

• Provides backup support to the Support Technicians, if applicable for designated area, by answering phones and directing calls to appropriate staff, voicemail or takes messages as needed
• Facebook Editor; if applicable for designated area
• Accepts and willingly carries out special assignments or duties, when requested.
• Presents a positive attitude and demeanor when working with program individuals, co-workers, administrative staff, supervisors and/or parents/guardians.
• Uses the CHS timekeeping system accordingly
• Respects the rights of all individuals served
• Completes training as stated by CHS policy HRD-P-022 – Training
• Responsible for promoting a positive safety culture as expected and necessary to make CHS a safe place in which to work. Safe work practices and policies for this position shall be reviewed and followed.
• Assists Service Coordinators by providing information concerning case management practices, administrative rules and regulations, community resources, vendors, and programs
• Exercises independent judgement in making decisions related to individual services; receives general supervision from a Service Coordination Supervisor
• Maintains Missouri Critical Adaptive Behaviors Inventory (MOCABI) Trainer Certification and trains agency staff on MOCABI administration as needed/required, if applicable
• Administers and/or reviews both formal and informal assessments with individuals served; including, but not limited to, the MOCABI and Vineland for determining eligibility for Medicaid Waiver funding or ongoing eligibility of waiver services. Staff will be trained/certified upon hire, as appropriate
• Signs off on Requests for Expenditures for processing to the Regional Office
• Assist with training and orientation of all new Service Coordinators as directed by the SC Supervisor
• Participate in regular communication with the Service Coordination Supervisor(s), Regional Directors and the Associate Vice President of Service Coordination on trends or concerns identified with the SC Department
• Assist with internal and external audits as requested; along with generating and analyzing reports
• Review and approve Level of Care’s (LOC’s) and send the Assessment to the designated recipient

REQUIRED EDUCATION

• Associates degree (AA or AAS) in related field plus one year of related work experience or any combination of education and experience to equal three years.

REQUIRED MISCELLANEOUS QUALIFICATIONS

• Must provide valid driver’s license.
• Must provide proof of personal valid vehicle insurance.
• Must complete a TB Assessment and/or requirements
• Reliable internet services if telecommuting.

OPENING DATE: December 23, 2022

CLOSING DATE: Until Filled

SHIFTS: FT (40 hrs.) Mon-Fri: 8am-4:30pm

PAY RANGE: $16.43-$20.43/hr.

CHS is an Equal Employment Opportunity employer committed to creating an inclusive working environment every day.

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