Part C Administrative Coordinator

Richmond Behavioral Health; Richmond (VA); On-site; USD 42,000 - 56,000; Full time

Job summary

Richmond Behavioral Health is seeking a full-time Administrative Coordinator to join the Part C - Early Intervention team. The role involves providing intermediate skilled administrative support, maintaining records, data entry into ITOTS, and coordinating various programs and staff.

Responsibilities include preparing reports, payroll submissions, Excel tracking, and assisting with contract deliverables, while training staff on software and handling scheduling and office duties.

Qualifications

• Experience in administrative support roles.
• Strong data entry and record-keeping abilities.
• Good communication and organizational skills.

Responsibilities

• Answers telephone and provides administrative support to the Part C unit within the Developmental Services Division.
• Ensures accuracy and validity of information to comply with statutory obligations.
• Inputs data for State Reporting in the ITOTS system.
• Runs quality reports from ITOTS to assist the Manager in monitoring Part C timelines.
• Collects and compiles statistical data to prepare monthly reports.
• Maintains complex Excel tracking documents on a regular basis.
• Prepares and submits reports for the Manager and monitors Part C contract deliverables.
• Creates and compiles expenditure spreadsheets from invoices; verifies accuracy and reconciles with Finance.
• Prepares monthly meeting minutes and records for staff meetings.
• Prepares biweekly payroll forms for Manager’s submission to Finance.
• Maintains staff contact list, email directory and website; provides training on software.
• Schedules and coordinates daily client appointments and reschedules as needed.
• Organizes, reconciles and distributes schedules; orders office supplies and manages inventories.
• Files, scans documents and supports special projects as assigned.

Skills

Administrative support

Communication

Data entry

Time management

Tools

Excel

ITOTS

Job description

Richmond Behavioral Health is seeking a full-time Administrative Coordinator to join our Part C- Early Intervention team! The selected individual will perform intermediate skilled administrative support work providing a high level of administrative support the Part C/ Early Intervention Unit, which includes planning, monitoring and coordinating various programs, activities and staff, maintaining records and files, preparing reports, maintaining accurate and timely data entry of client information into the electronic system, and related work as apparent or assigned. Work is performed under the limited supervision of the assigned supervisor.

Essential Functions

• Answers telephone; provides administrative support to the Part C unit within the Developmental Services Division.
• Ensures accuracy and validity of information to comply with statutory obligations.
• Inputs data for State Reporting in the Infant and Online Tracking System (ITOTS)
• Run quality reports from ITOTS to assist Manager in monitoring Federal Part C Timelines.
• Collects and compiles statistical data to prepare monthly reports.
• Maintain various complex Excel tracking documents on a regular basis.
• Prepares and submits reports for Manager as required ensuring compliance of all State and Federal regulations.
• Assist Manager in monitoring all Part C Contract Deliverables outlined in annual DBHDS Contract.
• Creates and compiles expenditure spreadsheets from invoices; verifies accuracy of invoices and reconciles with finance department; reviews and submits reimbursement and refund requests.
• Prepares monthly meeting minutes of staff meetings and other meetings as required.
• Prepares and verifies biweekly payroll forms for Manager’s submission to Finance.
• Creates marketing items for client referral as needed including greeting cards, presentation board for events, etc.
• Maintains staff contact list including staff listings, email address book and website.
• Provides training for other administrative staff on various software packages; troubleshoots hardware, software and office equipment issues within assigned division.
• Organizes, reconciles and distributes multiple daily schedules; schedules and reschedules appointments for clients as required.
• Maintains an inventory of office supplies; orders supplies as needed.
• Files and scans various documents.
• Performs special projects as assigned.