Compliance Specialist/Administrative Assistant II - 14081

Aspiranet; Madera (CA); On-site; USD 40,000 - 60,000; Full time

Job summary

Join a compassionate organization dedicated to making a positive impact on the lives of children and families. As a Compliance Specialist/Administrative Assistant, you will play a vital role in maintaining high-quality clinical records and supporting the team with essential administrative tasks. This position offers an opportunity to work collaboratively in a supportive environment, where your contributions will help foster growth and excellence. If you are passionate about making a difference and thrive in a dynamic team setting, this role is perfect for you.

Benefits

Flexible Time Off

Comprehensive Healthcare

403(b) Retirement Plan

Ongoing Training & Development

Employee Assistance Program

Commuter Program

Employee Recognition Programs

Qualifications

• Experience with Microsoft Office Suite and standard office equipment.
• Ability to prioritize tasks and manage workload effectively.

Responsibilities

• Manage clinical records and ensure compliance with documentation standards.
• Provide administrative support to the Core Program Director and staff.

Skills

Microsoft Excel

Microsoft Word

Data Analysis

Multi-line Phone System Operation

Office Organization

Education

High School Diploma

Experience in Office Administration

Tools

Windows Operating System

Office Equipment (Copier, Printer)

Job description

Your Opportunity

Join Aspiranet and find a career your heart will love. You’ll be part of a vibrant team making a difference in the lives of children, youth and families every day.

Founded in 1975 with locations across California, Aspiranet is a trusted neighbor, partner and service provider that exists to help families thrive. With personalized care, Aspiranet offers a unique blend of services including foster family and residential care, adoption, services for foster youth transitioning to adulthood, mental health, intensive home-based supports, and community-based family resources. We celebrate our values of respect, integrity, courage and hope through our work, and most importantly, our people.

Aspiranet staff gain inspiration from human connection and understand that success is the product of teamwork. We seek champions for our mission and those committed to excellence.

Your Future Team

Under the direction of the Core Program Director you will work with a team of managers, supervisors, clinicians and support staff who work with passion and purpose to create a thriving work environment. We foster a coordinated network of growth and support for each other, the families we serve and the community we reside in.

Your Impact

The Compliance Specialist/Administrative Assistant is responsible for improving overall quality and completeness of clinical records. Providing concurrent and retrospective clinical record reviews applying utilization, quality, and risk management services. Providing on-going support to staff with compliance expectations associated with documentation and billing. Providing general administrative support to the Core Program Director and overall office. Major responsibilities also include managing incoming calls, maintenance of database and report generation, coordinating personnel paperwork, maintaining and reconciling district cash/donation accounts and records, file preparation, review and maintenance, oversight of routine office operations and general information distribution within the office. Coordinating with the Administrative Assistant – Level II and/or Core Division Administrative Assistant(s) office regarding administrative functions.

Your Skills and Duties

• Complete all duties listed under the Administrative Assistant – Level 1 job description.
• Meet and greet clients and visitors in a courteous and professional manner.
• Effectively operate a multi-line phone system, and process incoming calls to differentiate between emergency and non-emergency phone calls and situations and respond accordingly per office and agency policies and procedures.
• Implement and/or maintain current office organizational standards.
• Respond to the administrative needs of staff and clients in a timely fashion as directed by the Core Program Director.
• Standard office computer system operation and maintenance of equipment such as a multi-functional machine (copy/fax/scanner), postage meter, printer, etc.
• Proficiency in Microsoft Excel and Word or similar word processing software.
• Maintain agency petty cash records according to agency policy and procedures.
• Maintain agency/district cash and in-kind donation records according to Agency policy and procedures.
• Code and submit all district reimbursements and vendor bills according to Agency policies and procedures.
• Sort, date stamp and deliver all incoming mail and process out-going mail according to office procedures.
• Inventory and purchase all office supplies as scheduled to ensure smooth and efficient office operations.
• Produce meeting minutes and daily correspondence, as requested, in a timely manner.
• Provide verbal and written information to families and clients, as directed.
• Assist with the completion of Personnel paperwork including pre-employment packets, separation packets, and new hire packets.
• Forward expired and missing personnel items to the Human Resources Department and assist employees in locating resources to obtain requested documentation (i.e. first aid, DMV printouts, health screenings, etc.)
• Accurately maintain the database, according to agency policy and procedures.
• Generate accurate and timely database reports on a daily, weekly, monthly and quarterly basis.
• Customize agency/district forms and documents as appropriate, maintain computer forms directories.
• Reviewing the completeness, accuracy, and timely input of all required data entered into County and Agency databases.
• Coordinate monthly chart audits with Program Manager/HOS; reviewing charts for compliance, accountability and internal responsibility.
• Generate accurate and timely reports on a daily, weekly, monthly and quarterly basis, and preparing reports in response to audits including plans of correction.
• Monitors programs and services in order to ensure desired changes are effective objectives which are achieved, and program changes are maintained.
• Participate in monthly Peer Review/Compliance meetings per County and
• Agency guidelines, as assigned.
• Accountable for current knowledge of utilization management responsibilities, including regulations and payer information (i.e. EPSDT, insurance standards).
• Assist Program Manager/HOS to provide oversight and administrative assistance in tracking documents, monitoring best practices regarding documentation and billing, and maintaining client privacy and dignity.
• Reviews monthly Satisfaction Survey and other outcome data and disseminates results and staff/client comments to Program Manager/HOS; assist in the development of systems identified as opportunities for improvement and the collection of this data.
• Demonstrate sensitivity and responsiveness to cultural differences.
• Maintain appropriate professional boundary areas with staff, clients, families and community resources.
• Support and model Aspiranet’s values, represent the Agency in a professional manner, and abide by the Agency’s Professional Code of Ethics.
• Follow all HIPAA compliance guidelines to ensure the confidentiality of all client information at all times.
• Perform other duties as deemed necessary for the fulfillment of program requirements.

Education & Work Experience

• Proficiency in Microsoft Word or similar current word processing software
• Ability to identify trends or problem areas.
• Experience working in a Windows based environment including communications software using remote and file transfer protocols.
• Flexibility to manage the assigned workload in order to meet task deadlines
• Ability to prioritize multiple tasks
• Experience and knowledge operating and maintaining standard office equipment such as a copier, and printer
• Ability to analyze and interpret data, and to effectively communicate findings.

Licenses & Certifications

• Meets all state required conditions of employment as set forth by Community Care Licensing for a Licensed Community Care facility; i.e. Fingerprint and Child Abuse Index clearance, TB/Health Physical, valid CDL and clean driving record.
• Meets all compliance requirements of federal, state, and country regulations by periodic sanction checks.

Compensation: Competitive DOE

Benefits:

Flexible Time Off

• 13 paid holidays along with 10 vacation and 10 sick days

Comprehensive Healthcare

• Medical, dental and vision plans
• A 100% fully employer paid (premium) medical and dental benefit plan
• TelaDoc employer paid telehealth program

Flexible Spending Accounts

• Medical and dependent care plans

Retirement Savings

• 403(b) and retirement plan with employer contributions

Income Protection

• Life, AD&D, and disability insurance
• Accident, critical illness, and hospital gap plan

Training and Advancement

• Ongoing training & development opportunities
• Advancement opportunities

Employee assistance program

• Free confidential crisis line 24/7 (365 days a year)
• Six (6) face-to-face or telephonic sessions per issue

Other Perks

• Commuter program and mileage reimbursement
• Employee recognition and discount programs

EEO

Aspiranet is proud to be an equal employment opportunity employer; all applicants will be given full consideration under state, local, and federal law.

Aspira means hope. We are a network of people bringing hope forward. We look forward to learning what makes you passionate.