PDS Administrative Assistant/Waiver Application Initiator

Cumberland River Behavioral Health; Corbin (KY); On-site; USD 32,000 - 42,000; Full time

Job summary

Cumberland River Behavioral Health in Corbin, KY is seeking an Administrative Support Specialist to assist with documentation, data entry, and front desk duties. You will manage POC due dates, process mail, and maintain applicant databases in MWMA while supporting Case Managers.

This full-time role requires strong communication, organization, and the ability to handle confidential information with care and professionalism.

Qualifications

• High School Diploma or GED.
• Proficient computer and typing skills.
• Strong organizational abilities.
• Excellent oral and written communication.
• Ability to exercise good judgment, tact and compassion.
• Ability to work with diverse populations and teams.

Responsibilities

• Send POC’s and addendums to Case Managers in a timely fashion.
• Copy and file documents; maintain a calendar of staff absences.
• Enter client applications and supporting documents into the MWMA system.
• Maintain database of applicants and their status.
• Answer phones and assist front office when receptionist is unavailable.
• Maintain confidentiality of sensitive information.
• Assist clients and families with MWMA data entry and waiver applications.

Skills

Communication skills

Typing

Organization

Oral communication

Written communication

Problem solving

Education

High School Diploma or GED

Tools

Computer skills

Job description

Description

Essential Duties and Responsibilities:

• Ensure documents (POC’s, addendums) are sent out to D/ID & PDS Case Managers in a timely fashion.
• Copy and file documents in a timely fashion.
• Maintain a list of POC due dates.
• Process incoming mail-distribute/make copies as needed.
• Keep a calendar of days when staff will be off work.
• Make required changes to forms as they are updated and distribute them to the appropriate users.
• Log in all information for accuracy and copy for Case Managers. File all LOC confirmations and PA’s.
• Check Assessments, Plan of Cares and budgets for accuracy.
• Send out corrections to D/ID & PDS Case Managers and file corrections once received.
• Enter client completed application, MAP 10, MAP 115 and supporting documentation into the MWMA system
• Mail application packets upon request in a timely manner.
• Maintain database of applicants and their status
• Be responsible for contacting clients and their families in a timely manner to complete applications
• Assist clients and/or families with inputting all needed information into MWMA system. To ensure application for waiver waiting lists is complete
• Follow-up in a timely manner to ensure that applications are complete and entered into the MWMA system
• Answer and respond to phone calls and face-to-face questions and concerns related to all waiver programs
• Provide available resources upon request
• Maintain confidentiality of sensitive information
• Meet with clients and families in their home if requested to complete application.
• Responsible for operating switchboard and front office when receptionist is unavailable
• Other duties may be assigned as needed.

Requirements

Qualifications Include:

High School Diploma or GED; Computer and typing skills; Organization skills; Submit to and pass a criminal background check and a drug screening test.

Hours:

Monday through Friday, 8:00 am until 4:30 pm. Different hours may be required with the job or may be adjusted by Supervisor.

Required Job Skills:

• Oral and written communication skills.
• Typewriting and Computer skills.
• Good organizational skills.
• Ability to exercise good judgment, tact, diplomacy and compassion when problem solving, handling conflict or in a crisis situation.
• Ability to complete assigned duties in a timely manner.
• Ability to work well with people of all races, backgrounds, and needs.
• Ability to work as part of a comprehensive community mental health team and to positively represent the agency in the community.
• Ability to get along with diverse personalities and maintain effective working relationships.

Physical Demands and Work Environment:

• The physical demands required to successfully perform this job include being able to push, pull, bend, stoop, stand, walk and lift up to 20 pounds. Reasonable accommodations will be made to enable the individual with disabilities to perform these essential functions.
• The employee will normally work indoors but may on occasion be required to work outside or at another location if necessary. The noise level in the work environment is mild to moderate.
• The position may require duties to include routine or reasonably anticipated tasks or procedures where there is a degree of actual or potential exposure to blood or other infectious materials.
• Hours of work are structured 7.5 or 8.0 hour blocks of time but may be subject to irregular and/or flexible hours based on needs or demands.
• Participation in annual training regarding infection control and safety in the environment including hazardous waste and blood borne pathogens will be required.
• All new staff must attend training regarding handling physical, verbal threats, acts of violence or other escalating and potential dangerous situations including when police need to be summoned.

Required Job Performance:

• Successful Performance Evaluation on an annual basis. A Performance Improvement Plan will be initiated on all employees who have a negative performance evaluation. An employee will be terminated if the Performance Improvement Plan is viewed as unsuccessful after 2 attempts.