Support Services Specialist

Extra Special Parents, Inc.; Richmond (VA); Hybrid; USD 35,000 - 48,000; Full time

Benefits offered by this job

Company-paid Medical, Dental, and Vis

Hybrid Work Schedule

Mileage Reimbursement

401K Plan with Employer Match

Paid Time Off: 9 company holidays + (1

Employee Referral Program

Employee Assistance Program

Job summary

Extra Special Parents, Inc. seeks a Support Services Specialist to greet visitors, file documents (physical and electronic), and conduct regular file reviews to ensure timely compliance.

The role includes managing the regional vehicle fleet, coordinating audits, and supporting community-based services as needed. The position requires a high school diploma with 5 years of relevant experience and may prefer an associate's degree in social sciences or education.

Qualifications

• Strong written and verbal communication skills required.
• Excellent organizational and time-management abilities.
• Ability to maintain confidentiality and comply with HIPAA requirements.

Responsibilities

• Develop, organize, and maintain an effective filing system for all company records and perform regular document reviews.
• Coordinate with Compliance Supervisor to ensure audit-ready files and implement corrections within 7 days of audits.
• Oversee management of the regional vehicle fleet, including records, monthly status reports, and maintenance documentation.
• Assist in delivering community-based services per locality agreements as needed.
• Manage office inventory and procure supplies monthly to ensure continuity and cost efficiency.
• Maintain a clean, organized, professional office environment and daily upkeep.
• Assist in event planning, transportation, and supervised visitation needs.
• Perform other related duties as assigned.

Skills

Excellent communication

Organization & time management

Confidentiality & HIPAA compliance

Education

High school diploma + 5 years experience

Associate's degree in social science / education (preferred)

Tools

Vehicle fleet management

Job description

About Extra Special Parents:

At Extra Special Parents (ESP), we believe every child deserves a safe home and a nurturing adult they can trust. Since our inception in 2006, our mission has been to support Virginia's foster children and families. Our network has grown to over 150 licensed active foster and adoptive families. Together, the foster parents in our community have significantly impacted the lives of countless foster children across the Commonwealth.

About the Support Services Specialist:

The Support Services Specialist is responsible for greeting visitors to the office, filing all documentation, both physical and electronic, and conducting regular file reviews to ensure compliance in a timely manner.

Benefits for the Support Services Specialist:

• Company-paid Medical, Dental, and Vision Insurance for the Employee (competitive rates for additional insured)


• Hybrid Work Schedule


• Use of company vehicles or Mileage Reimbursement


• 401K Plan with Employer Match


• Paid Time Off: Nine company-paid holidays each year, plus an additional paid day off to celebrate your birthday.


• Employee Referral Program


• Employee Assistance Program

Education and Experience Requirements:

• A high school diploma or equivalent plus 5 years of experience providing services to children and their families.


• Associate's degree in social science and/or combined education and 1 year of experience preferred.

Job Duties and Responsibilities:

• Develop, organize, and maintain an effective filing system for all company records, including daily review and processing of incoming documentation, weekly audits to identify missing or incomplete information, and bi-weekly verification to ensure all documents are properly filed in designated binders and systems


• Partner with the Compliance Supervisor to maintain audit-ready files; implement required corrections and remediation actions within seven (7) calendar days of audit findings to ensure ongoing regulatory compliance


• Oversee management of the regional vehicle fleet, including maintaining accurate records, conducting monthly status reports, coordinating routine check-ins, and ensuring proper documentation of vehicle usage and maintenance


• Assist in delivering appropriate community-based services per the locality agreement as needed


• Manage office inventory levels and coordinate the procurement of supplies on a monthly basis, ensuring operational continuity and cost efficiency


• Maintain a clean, organized, and professional office environment, including daily upkeep and trash removal


• Assist in event planning, transportation, and supervised visitation needs


• Performs other related duties as assigned.

Knowledge and Skill Requirements:

• Excellent oral and written communication skills.


• Strong organization, time management and problem-solving skills


• Ability to maintain appropriate confidentiality and comply with all HIPAA requirements.

Other Requirements:

• Must possess a driver's license valid in the state where the work site is located, as the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.


• Ability to complete pre-service and annual in-service CPR and all other training required at licensing standards, company policy and procedures, and locality