Administrative Assistance

Kahak Health; Charlotte (NC); On-site; USD 36,000 - 52,000; Full time

Job summary

Kahak Health seeks a QDDP Administrative Assistant to provide clerical and organizational support for HCBS coordination. You will manage records, deadlines, meetings, and communications to reduce the QDDP's administrative workload while ensuring accuracy and compliance.

Under supervision, you will assist with documentation tracking, scheduling ISP meetings, collecting progress notes, and maintaining confidentiality.

Qualifications

• High school diploma or GED required.
• Associate degree or relevant administrative experience preferred.
• Six months to one year of office administration, data entry, healthcare administration, or human services experience preferred.
• Basic proficiency in Microsoft Word, Excel, Outlook, email, and electronic document management.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality and handle sensitive records appropriately.
• Effective written and verbal communication skills.
• Ability to manage multiple tasks and meet established deadlines.
• Experience with Virginia DBHDS, Medicaid HCBS, developmental disability services, electronic health records, or WaMS and Therap is preferred but not required.

Responsibilities

• Organize, scan, copy, upload, and file documents into designated electronic and physical folders.
• Maintain organized individual and employee records according to agency procedures.
• Prepare meeting agendas, attendance sheets, sign-in sheets, and basic administrative forms.
• Answer routine calls, respond to general administrative inquiries, and direct questions to the appropriate staff member.
• Maintain office supplies, calendars, spreadsheets, and administrative tracking logs.
• Assist with data entry and routine updates in agency-approved electronic systems.
• Organize ISPs, quarterly reports, service authorization documents, assessments, and other records.
• Maintain a tracking spreadsheet for missing documentation, upcoming deadlines, and outstanding staff submissions.
• Collect daily progress notes, timesheets, training records, and other required documentation from DSPs.
• Check documents for basic administrative completeness, notify the QDDP of discrepancies.
• Upload and file completed documents after review or approval by the authorized professional.
• Maintain a checklist of ISP requirements as directed by the QDDP.
• Schedule meetings involving the QDDP, DSPs, individuals served, guardians, case managers, and other stakeholders.
• Send meeting reminders and distribute approved materials.
• Track attendance and follow up on overdue administrative submissions.
• Maintain calendars for ISP meetings, quarterly reporting deadlines, staff training, and other activities.
• Route questions about services, incidents, individual needs, and compliance concerns to the QDDP or supervisor.
• Maintain staff training trackers and organize certificates, competency records, and attendance sheets.
• Send reminders regarding expiring certifications, required training, and overdue documentation.
• Assist with preparing training packets and organizing staff orientation materials.
• Maintain administrative checklists for audits and document reviews.
• Help assemble records requested by the QDDP for quality assurance reviews or inspections.
• Maintain an incident-tracking log and organize incident-related paperwork.
• Notify supervisor promptly on incident notifications, follow-ups, or required documents.
• File approved risk-management documents and maintain tracking lists for review dates.
• Elevate reports of injuries or safety concerns to the supervisor and follow procedures.
• Prepare folders and supporting documents for quarterly reviews, ISP meetings, and audits.
• Assist with organizing work queues, prioritizing deadlines, and tracking assignments.
• Maintain task lists for follow-ups assigned by the QDDP.
• Draft routine emails, reminders, and meeting notes for QDDP review.
• Perform other administrative duties as directed.

Skills

Organizational skills

Written & verbal communication

Confidentiality

Data entry

Multitasking

Education

High school diploma or GED

Associate degree in administration or related field

Tools

Microsoft Word

Excel

Outlook

EHR systems

Job description

Position Summary

The QDDP Administrative Assistant provides clerical, administrative, and organizational support to the Qualified Developmental Disabilities Professional (QDDP) in the coordination of Home and Community-Based Services (HCBS) for individuals with developmental disabilities. This position helps maintain organized individual records, track documentation deadlines, schedule meetings, communicate with staff, and assist with routine office operations.

The primary purpose of this role is to reduce the QDDP’s administrative workload and support timely completion of documentation and organizational tasks. The assistant works under the direction and supervision of the QDDP and does not independently perform duties requiring QDDP qualifications, clinical judgment, professional assessment, or regulatory decision-making.

Essential Duties and Responsibilities

1. Administrative and Office Support

• Organize, scan, copy, upload, and file documents into designated electronic and physical folders.
• Maintain organized individual and employee records according to agency procedures.
• Prepare meeting agendas, attendance sheets, sign-in sheets, and basic administrative forms.
• Answer routine calls, respond to general administrative inquiries, and direct questions to the appropriate staff member.
• Maintain office supplies, calendars, spreadsheets, and administrative tracking logs.
• Assist with data entry and routine updates in agency-approved electronic systems.

2. Individual Records and Documentation Support

• Organize Individual Support Plans (ISPs), quarterly reports, service authorization documents, assessments, and other records provided by the QDDP.
• Maintain a tracking spreadsheet for missing documentation, upcoming deadlines, and outstanding staff submissions.
• Collect daily progress notes, timesheets, training records, and other required documentation from Direct Support Professionals (DSPs).
• Check documents for basic administrative completeness, such as missing signatures, dates, or required fields, and notify the QDDP of discrepancies.
• Upload and file completed documents after review or approval by the authorized professional.
• Maintain a checklist of individual record requirements as directed by the QDDP.

3. Scheduling and Communication

• Schedule meetings involving the QDDP, DSPs, individuals receiving services, guardians, case managers, and other authorized stakeholders.
• Send meeting reminders and distribute approved meeting materials.
• Track attendance and follow up with staff regarding overdue administrative submissions.
• Maintain calendars for ISP meetings, quarterly reporting deadlines, staff training, and other scheduled activities.
• Route questions about services, incidents, individual needs, and compliance concerns to the QDDP or designated supervisor.

4. Staff Training and Compliance Administration

• Maintain staff training trackers and organize certificates, competency records, and attendance sheets.
• Send reminders regarding expiring certifications, required training, and overdue documentation.
• Assist with preparing training packets and organizing staff orientation materials.
• Maintain administrative checklists for audits and document reviews.
• Help assemble records requested by the QDDP for internal quality assurance reviews or regulatory inspections.

5. Incident and Risk-Management Administrative Support

• Maintain an incident-tracking log using information approved for administrative entry.
• Organize incident-related paperwork and supporting documentation.
• Notify the QDDP or designated supervisor promptly when incident notifications, follow-ups, or required documents are outstanding.
• File approved risk-management documents and maintain tracking lists for review dates.
• Immediately elevate reports of injuries, suspected abuse or neglect, missing individuals, medical emergencies, or other urgent safety concerns to the designated supervisor and follow agency emergency procedures.

6. QDDP Operational Assistance

• Prepare folders and supporting documents for quarterly reviews, ISP meetings, and internal audits.
• Assist the QDDP with organizing work queues, prioritizing administrative deadlines, and tracking outstanding assignments.
• Maintain task lists for follow-ups assigned by the QDDP.
• Draft routine emails, reminders, and meeting notes for QDDP review.
• Perform other reasonable administrative duties assigned by the QDDP that are consistent with the position.

Scope of Authority and Limitations

The QDDP Administrative Assistant works under supervision and may perform delegated clerical and organizational tasks within their training and authorized access.

The assistant may not independently:

• Complete or approve professional assessments, clinical evaluations, or QDDP determinations.
• Develop, revise, or approve ISPs, behavior support plans, or individualized risk-management decisions.
• Sign documents on behalf of the QDDP or certify that regulatory requirements have been met.
• Make independent service authorization decisions or determine individual service needs.
• Conduct investigations or independently determine the outcome of reportable incidents.
• Provide direct support or perform personal care duties unless separately authorized, trained, and assigned to an appropriate role.
• Make independent decisions concerning an individual’s health, safety, rights, or services.

All professional judgments, required approvals, and regulatory responsibilities remain with the appropriately qualified and authorized personnel.

Minimum Qualifications

• High school diploma or GED required.
• Associate degree or relevant administrative experience preferred.
• Six months to one year of office administration, data entry, healthcare administration, or human services experience preferred.
• Basic proficiency in Microsoft Word, Excel, Outlook, email, and electronic document management.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality and handle sensitive records appropriately.
• Effective written and verbal communication skills.
• Ability to manage multiple tasks and meet established deadlines.

Experience with Virginia DBHDS, Medicaid HCBS, developmental disability services, electronic health records, or systems such as WaMS and Therap is preferred but not required.

Required Skills and Competencies

• Organization and time management
• Document control and recordkeeping
• Data entry and spreadsheet maintenance
• Professional communication
• Deadline tracking and follow-up
• Confidentiality and protection of personal information
• Ability to follow written procedures and supervisory instructions
• Awareness of incident escalation and individual safety requirements

Performance Expectations

Performance may be evaluated based on:

• Timely filing and retrieval of records.
• Accuracy of administrative data entry.
• Completion of assigned documentation tracking tasks.
• Timely reminders and follow-up on missing documents.
• Organization of individual and employee files.
• Responsiveness to QDDP requests.
• Compliance with agency confidentiality and recordkeeping procedures.

Work Environment

The position primarily involves office and computer-based work, with occasional participation in staff meetings, record reviews, and other administrative activities. Access to confidential individual and employee information is required and must be handled in accordance with applicable privacy laws, regulations, and agency policies.

Equal Employment Opportunity

The agency provides equal employment opportunities in accordance with applicable federal and state laws. Reasonable accommodations may be available to qualified applicants.

Acknowledgment

This job description outlines the general responsibilities of the position and may be updated based on agency needs. The employee is expected to perform assigned duties within the limits of their training, authorization, and supervisory direction.