Support Services Specialist

Extra Special Parents Inc; Virginia Beach (VA); On-site; USD 26,000 - 30,000; Full time

Benefits offered by this job

Company-paid Medical, Dental, Vision

Vehicle use or mileage reimbursement

401K with employer match

9 company-paid holidays + birthday off

Employee Referral Program

Employee Assistance Program

Job summary

Extra Special Parents Inc is seeking a Support Services Specialist to be the welcoming face of the office, handle filing of documents (physical and electronic), and perform regular file reviews to ensure compliance in a timely manner.

Responsibilities include maintaining filing systems, coordinating audits with the Compliance Supervisor, managing the regional vehicle fleet records, supporting community-based services, and overseeing inventory and office operations.

Qualifications

• 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.

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.

Skills

Oral & written comms

Organizational skills

HIPAA confidentiality

Education

High school diploma + 5 years experience

Associate's degree in social science or related +1 year experience

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 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)
• 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

Salary: $19.00 - $22.50 per hour