Administrative Specialist

We are a social enterprise that is actively changing the face of child welfare and are constantly searching for talented, purpose-driven professionals to join our community. We are a group of happy warriors, courageous mutants, and passionate pragmatists. Come join our island of misfit toys.

You should be accurately described as:

A happy warrior who thrives on leading from the front with strategic thinking. A solid communicator in search of decisions that deliver real results. A problem-solver, financial steward, and one who excels at collaboration. Ridiculously passionate about the company’s success, growth, and program quality.

Data Entry/Systems

• Utilize applicable databases entering appropriate information in an accurate and timely manner (i.e. intakes, respites, moves, home visits, and discharges)
• Review reports to ensure accuracy of billing and foster parent payments and coordinate changes through billing specialist in corporate finance department
• Provide feedback to team members regarding the presence and absence of documentation through generated reports, (if applicable)

Management of Intakes, Discharge, Moves, Respites

• Maintain and track all referrals through applicable databases, if applicable
• Update consumer information to ensure that it is current, if applicable

Claims, Billing, Foster Parent Payment, Checking, Medicaid Service Management

• Serve as a liaison to the finance team regarding issues related to billing and payments to the office and programs
• Verify insurance for all Behavioral Health clients at point of entry and ongoing if applicable
• Track all Behavioral Health Medicaid authorizations throughout client service and communication any issues and/or concerns with team, if applicable
• Work all claims via Evolv Routing prior to billing runs and communicate with the Operations Liaison as issues arise
• Serve as a liaison amongst the Program Director, General Manager, direct service staff, shared service staff (i.e. Referral Coordinator, Finance and HR), and others as appropriate
• Provide current and accurate information to the team regarding per diems and any other missing/needed financial data
• Process and submit expenses to the state or other entities for reimbursement, if applicable

Team Responsibilities:

• Coordinate the flow of outside communications within the office. (i.e. phone, fax, mail, and e-mail)
• Assists in training/orienting employees to records requirements and procedures.
• Assists with ensuring office space is maintained to meet required COA, State and Federal safety standards
• Attend and participate in Necco meeting structure, Administrative Specialist conference calls and activities
• Communicate in a responsible, courteous and professional manner with stakeholders
• Ensure the confidentiality of client records and office environment
• Will conduct ongoing site-based internal quantitative audits of charts as specified in policy and procedure to assure compliance with both external and internal standards and will report status of records compliance to the General Manager and/or State Director, as requested
• Assists Performance Team in preparing for agency audits and inspections (both internal and external)
• Accept additional tasks from self-directed work team as appropriate
• Understand and Execute our Corporate Culture Principles and Strategy
• Participate in Achieving our mission of We Build Families
• Participate & Take Ownership of the Individual Performance Scorecard

Position Qualifications:

• Minimum of 21 Years of Age
• High School Education (Degree Preferred)
• Valid Driver’s License
• Minimum of 3 Years’ experience in office, data entry and/or billing.
• Valid driver’s license
• 100/300/100 Auto Insurance Coverage
• Training and Travel willingness
• Excellent organizational and technological skills
• Excellent written and oral communication skills
• Successful completion of all required criminal background checks
• Must possess the skills to navigate and execute software programs (i.e Microsoft Office, Database, Electronic Health Record, Dashboard)
• Must have the ability to identify issues and willingness to discuss with appropriate teammates
• Must have the ability to enter timely and accurate data
• Must have the ability to adhere to scheduled and unplanned deadlines