Meaningful Day Operations Assistant

The Arc Baltimore; Baltimore (MD); On-site; USD 45,000 - 52,000; Full time

Benefits offered by this job

8 Holidays

Vacation days

Medical/dental/vision coverage

FSAs (Health and Dependent Care)

Disability insurance (STD/LTD)

403(b) plan with employer match

EAP and Health and Wellness

Legal Assistance

Tuition Reimbursement

Employee Discount Program

Job summary

The Arc Baltimore is seeking a Meaningful Day Operations Assistant in Baltimore to support the Employment and Day Services teams by managing data collection, generating reports, and monitoring attendance and service documentation for accuracy, quality, and compliance within iCareManager (iCM) and CareTracker.

This role also oversees Transportation Services for participants in competitive integrated employment and supports billing processes related to DORS, with a generous benefits package and

Qualifications

• High School Diploma required; Associates or Bachelor's preferred.
• Proficiency in Microsoft Office; ability to produce organized reports.
• Excellent communication skills and attention to detail.
• Strong teamwork and ability to work independently.
• Experience with data entry and billing processes a plus.

Responsibilities

• Monitor iCM attendance and CareTracker documentation daily for accuracy and quality.
• Collaborate with staff and managers to support accurate billing.
• Identify discrepancies in services or plans and communicate to leadership.
• Support internal and external audits.
• Prepare and distribute Greenie Report bi-weekly to identify billing overlaps.
• Organize data for semi-annual DDA Outcomes report and input into data portals.
• Assist with training on iCM Attendance and CareTracker.
• Track billing exceptions in LTSS and troubleshoot reconciliation.
• Prepare Day Services Current Roster and Staff Report bi-weekly.
• Monitor Monthly Funding Limits to ensure adequate service units.

Skills

Microsoft Office

Data management

Attention to detail

Communication skills

Teamwork

Billing reconciliation

Education

High School Diploma

Associates degree preferred

Bachelor’s degree preferred

Tools

iCareManager (iCM)

CareTracker

LTSS system

Job description

• Base Pay $21.63 / Hour
• Other Compensation May include overtime, premium pay, and bonuses
• Job Category Employment Services
• Employee Type Full Time
• Required Degree High school
• Manage Others No

Description

The Meaningful Day Operations Assistant supports the Employment and Day Services departments by managing data collection, generating reports, and monitoring attendance and service documentation to ensure accuracy, quality, and compliance within iCareManager (iCM) and CareTracker. This role also manages Transportation Services for people participating in competitive integrated employment and supports documentation and billing processes related to the Department of Rehabilitation Services (DORS).

Our Mission

The Arc Baltimore supports people with developmental disabilities to lead fulfilling lives with a sense of belonging, purpose, and meaningful relationships.

Who We Are

Since 1949, The Arc Baltimore has been an indispensable resource, providing employment training and support, day and residential services, family support and education, treatment foster care, assistive technology services, respite care, public policy advocacy, and information and referrals.

The Arc Baltimore’s full and part-time employees provide services at people's homes, places of employment, day centers, and neighborhoods.

What We Offer

A generous benefits package including:

• 8 Holidays, 15 Vacation days, 9 Sick and Safe Leave days
• Single and family medical, dental, and vision coverage
• Health and Dependent Care Flexible Spending Accounts (FSAs)
• Voluntary Accident and Hospital Indemnity insurance
• Short-Term Disability (STD) and Long-Term Disability (LTD)
• 403(b) plan with employer match available after 1 year
• Employee Assistance Program (EAP) and Health and Wellness package
• Legal Assistance and Pet plans
• Tuition Reimbursement
• Employee Discount Program

Job Responsibilities

• Monitor iCM attendance and CareTracker documentation daily to ensure accuracy, compliance, and quality for all department programs and review for inaccuracies before the attendance is approved.
• Collaborate with staff, managers, and other departments to support accurate and timely billing.
• Identify and communicate discrepancies in services, units, or Person-Centered Plans to directors and Holistic Supports Managers.
• Support internal and external audit processes.
• Compile and distribute the Greenie Report every other day to ensure overlaps in billing are identified and corrected before attendance is approved.
• Organize data for the semi-annual DDA Outcomes report and enter all required information into the State Info Data portal. This process involves cross-departmental collaboration efforts to ensure entries are accurate.
• Assist as needed with training for iCM Attendance and CareTracker within the Meaningful Day Department.
• Monitor and track all billing exceptions in LTSS and troubleshoot for reconciliation.
• Compile and distribute the Day Services Current Roster and Staff Report bi-weekly to ensure staffing levels are appropriate for each of the centers.
• Monitor Monthly Funding Limits report to ensure service units are adequate and available for utilization.

Transportation Coordination

• Manage Transportation Services for people in competitive integrated employment.
• Coordinate with people we support to collect required reimbursement documentation.
• Work closely with the Finance Department to ensure accurate and timely billing for transportation services.
• Assist with maintaining DORS documentation requirements.
• Support invoicing and billing processes related to DORS services.

Additional Responsibilities

• Complete all required agency trainings.
• Adapt to evolving responsibilities as program needs change.
• Perform other duties as assigned by the supervisor.

Qualifications

Required

• High School Diploma is required, Associates degree preferred.
• Must be proficient in Microsoft Office and can create well-organized, professional documents, reports, and forms.
• Must have excellent oral and written communication skills and be detail oriented.
• Strong computer skills with the ability to quickly learn new software and systems and accurately enter, organize, transfer, and format information across multiple computer programs
• Outstanding organizational, attention to detail and time management skills necessary.
• Must work effectively within a team and independent work environment.

Preferred

• Bachelor’s or associate degree preferred.
• Knowledge of iCareManager and LTSS preferred.
• Two years of experience working with people with intellectual/developmental disabilities preferred.

Working Conditions

• Monday-Friday, 8:30am-4:30pm is the standard expectation. Flexibility with schedule is required.
• Some lifting up to 50 lbs.
• Sitting at a desk working with computers for long periods of time.
• Must be available by use of a personal cell phone.

The Arc Baltimore provides Equal Employment Opportunities (EEO) and is committed to a workplace free of discrimination and harassment based on race, color, religion, age, gender, sex, pregnancy, national origin, disability, height, weight, gender identity, marital status, military status, sexual orientation, veteran status, genetic information, or any other characteristic protected by law. We welcome everyone interested in our mission to join us. If you require accommodation during the application process, please contact us and we will make every effort to meet your needs.