IDD Operations Administrative Specialist

IDD Operations Administrative Specialist

POSITION SUMMARY

Under the supervision of the IDD Director, this position provides various program related administrative tasks such as processing human resources actions, coordinating with agency HR and Payroll department, creating staffing reports, recordkeeping and other program related administrative duties.

DUTIES AND RESPONSIBILITIES

Provides administrative support to IDD in the areas of staff recordkeeping, records compliance, onboarding of new hires, employee status changes for human resources and payroll processing, additional general clerical duties - answering phones, filing, and copying. Responds to phone and walk in inquiries from staff and the public, providing quality customer service thru resolution. Works closely with colleagues in Human Resources, Payroll and Finance objectively in the best interest of processing documentation with accuracy that affects staff payroll, benefits, personnel file, program and legal compliance, fiscal management and program costs. Assist IDD Director with preparing required reports and other financial records as required and directed. As needed, assist with review and corrections of staff timesheets/time-attendance system entries. Maintain a positive working relationships and interactions with team members. Assist with special projects as assigned. As needed, assist with preparation of DDD documentation, i.e., incident reports, compliance reports, policies and procedures, or forms. Ensures confidentiality and manages to safeguard confidential and sensitive information. Meets and maintains HIPAA regulations in regards to Protected Health Information. Assists with the billing/payroll/medical records process

NEW HIRE

Processing and Onboarding:

Involved with new hire processing and onboarding assist employment candidates through the application, hiring and on-boarding process. Participates in pre-employment, recruiting, interviewing and hiring process, conducts three candidate reference checks, and conducts required background checks: OIG, SAM, Central Registry, Fingerprint card verification and E-Verify. Collect all new hire paperwork, audits for accuracy; copy documents required for IDD compliance files, prepare documents for HR/Payroll processing. Ensure that HCBS new hire matrix is updated and maintained. ON-Point to receive all new hire, status changes, from IDD field management, ensures documents are approved with signatures to continue processing and central IDD file is established. Reviews all EANs (Employee Action Notices) process for approvals prior to submittal to HR/Payroll within required timelines, understanding payroll data input requirements and payroll schedule. Builds sound working relationships within program staff and management. Maintains and models proper boundaries between staff and participants. Promotes cultural competency in all areas of service and ability to work in a diverse, multi-cultural environment. Other duties as assigned by immediate supervisor.

MINIMUM QUALIFICATIONS

Two (2) years' experience in IDD operations administration, assistant support. Strong Data entry skills and attention to detail. High School diploma or GED. Valid Arizona driver's license and clearance/approval by corporate auto insurer. Average proficiency with Microsoft Office products including Word, Excel, PowerPoint, Outlook and database management systems. Must obtain and maintain a Level I Fingerprint Clearance Card and be able to pass OIG clearance. OR Any combination of academic education, professional training or work experience, which demonstrates the ability to perform the duties of the position.

PREFERRED QUALIFICATIONS

Three (3) years prior work experience in the field of IDD operations administration Related college coursework in office administration or Administrative certificate. Intermediate proficiency with Microsoft Office software. Bilingual (English/Spanish)

PHYSICAL REQUIREMENTS

Must be able to see a computer monitor. Must be able to lift fifteen (15) pounds).

PPEP INC. IS AN EEO EMPLOYER

- MINORITIES/WOMEN/VETERANS/DISABLED