Administrative Assistant

DSNWK; Hays (KS); On-site; USD 42,000 - 54,000; Full time

Job summary

DSNWK is seeking an experienced Administrative Coordinator to support the President's office across an 18-county region. You will coordinate communications, meetings, reports, and strategic planning with Directors, the Planning Team, Board, and county officials.

The role involves HIPAA compliance duties, FOIA responsibilities, and collaboration with the CDDO-related teams. A bachelor's in communications and 2 years of admin experience are required.

Qualifications

• Bachelor's degree in Communications or related field required.
• Two years of administrative and clerical experience required with excellent computer and organizational and time management skills.

Responsibilities

• Serve as contact person for the Board of Directors, County Commissioners, and County Clerks in the 18-county region.
• Manage and coordinate activities in the office of the President which includes the President's communications and the generating of reports and documents.
• Coordinate preparation of the DSNWK CSP Strategic Plan and track progress on objectives through the completion of the Quarterly Report of Outcomes.
• Coordinate meetings with Directors, Planning Team, Executive Committee, Board of Directors, Fundraising Committee, Policy Review Team and other special administrative meetings following Robert's Rules of order.
• Maintain DSNWK CSP policies and procedures, guidelines, and forms.
• Maintain DSNWK CSP mailing lists, donor files and letters, and memorial program.
• Coordinate updating of agency contracts monthly.
• Participate as a member of the DSNWK Directors Meeting and coordinate management efforts with director-level staff.
• Serve as a member of the HIPAA Compliance Team to promote HIPAA compliance.
• Serve as the Freedom of Information Officer per Open Records Act.
• Serve as the DSNWK CSP Representative, collecting and compiling information for QA/QE Reviews.
• Participate in the DSNWK Fundraising Committee and Policy Review Team.
• Complete other duties as assigned by the President.

Skills

Administrative experience

Time management

Organizational skills

Communication skills

Education

Bachelor's Degree in Communications

Job description

Department - Administration; Administration - (CDDO) FLSA Status - Non-exempt

Job Summary

Manages the DSNWK CSP President's office activities. Coordinates communications, meetings, and activities with the Directors, Planning Team, Board of Directors, County Clerks, and County Commissioners throughout the 18-county area.

Manages the DSNWK CDDO President's office activities. Coordinates communications, meetings, and activities with the CDDO Management Team and Council of Community Members.

Essential Functions

• Serve as contact person for the Board of Directors, County Commissioners, and County Clerks in the 18-county region.
• Manage and coordinate activities in the office of the President which includes the President's communications and the generating of reports and documents.
• Coordinate preparation of the DSNWK CSP Strategic Plan and track progress on objectives through the completion of the Quarterly Report of Outcomes.
• Coordinate the following meetings with the applicable Director and/or President (including arrangements, agendas, minutes, etc.): Directors, Planning Team, Executive Committee, Board of Directors, Fundraising Committee, Policy Review Team and any other special administrative meetings following Robert's Rule of order.
• Maintain the DSNWK CSP policies and procedures, guidelines, and forms.
• Maintains DSNWK CSP mailing lists, donor files and letters, and memorial program.
• Coordinate updating of agency contracts monthly.
• Participate as a member of the DSNWK Directors Meeting and coordinate all management efforts with director-level staff. The director-level staff also participate in the broader Planning Team at DSNWK engaging the next level of designated program managers and other key staff in the leadership process at DSNWK. Participation in Innovation Team(s) as assigned.
• Serve as a member of the HIPAA Compliance Team, to promote awareness and compliance with the Health Insurance Portability and Accountability Act (HIPAA) Rules.
• Serve as the Freedom of Information Officer per the Open Records Act.
• Serve as the DSNWK CSP Representative, collecting and compiling information required by the CDDO for QA/QE Reviews and providing the information to the CDDO.
• Participate in the DSNWK Fundraising Committee.
• Participate as a member of the Policy Review Team.
• Complete other duties as assigned by the President.

Essential Functions (CDDO)

• Perform CDDO administrative functions as outlined in the DD Reform Act of 1995 following the regulations of K.A.R. 30-63 and 30-64.
• Serve as the contact person for the Council of Community Members.
• Manage and coordinate activities in the office of the CDDO President which includes the President's communications and the generating of reports and documents.
• Coordinate the publication and sharing of the CDDO Strategic Plan through the completion of the CDDO Quarterly Report.
• Coordinate sharing appropriate information with affiliates from the Kansas Department for Aging and Disabilities Services (KDADS), Managed Care Organizations (MCOs), and the CDDO.
• Coordinate the following meetings (including arrangements, agendas, minutes, etc.): Council of Community Members and CDDO Management team.
• With the assistance of the CDDO Administrator, maintain the CDDO policies, procedures, and forms.
• Participate as a member of the CDDO Administrative Workgroup and CDDO Management Team.

HIPAA Compliance

• This position is responsible for maintaining confidentiality for all PHI and ePHI shared with this person. This position will have full access to PHI and ePHI for any individual served at DSNWK.

Other Responsibilities

1. This position is not subject to the two-year training period as defined by KPERS.

Job Specifications

Education - Bachelor's Degree in Communications or related field required.

Experience - Two years of administrative and clerical experience required with excellent computer and organizational and time management skills.

The extent of physical effort required - Routine job requirements. Little if any behavior or other physical intervention.

Comments:

Other Requirements

• Able to demonstrate appropriate workplace behavior and exercise good judgment with a high degree of professionalism, integrity and a proven ability to handle highly sensitive and confidential information.
• Excellent written, verbal and interpersonal communication skills
• Valid driver's license.

This job description does not provide the basis for an employment contract or constitute an offer of employment. It is intended solely to outline the qualifications and responsibilities of this position. These qualifications and responsibilities may be changed at any time to support and enhance the organization's achievement of its mission.

Reviewed on _______________, __________

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