Job Summary:
The Area Operations Assistant provides high level administrative support by performing duties that leverage the state operating model and supports the operational and state leaders. With minimal direction and in alignment of our strategy and purpose, the position completes duties, produces regular and on-time reporting, assigned projects, and communicates on behalf of leadership with different stakeholders internally that aligns with our strategy and purpose. This includes, but is not limited to, staffing, finance, referral and placement, or training. Unique to this role and based on state and/or service line size and needs, assumes administrative duties typically assigned to operational leaders. These duties are significant business operational roles directly impacting AbleLight operations and the People We Serve.
Essential Duties:
- Exercising independent discretion and judgement assists with the running and administering of government regulations and regulatory compliance that ensures the proper approvals, services, programs, and reimbursements based on the required level of care for the People we Serve and state reimbursements.
- Responsible for the Accounts Receivable in the state ensuring revenue is collected timely and without penalties.
- Formulate, interpret, or implement management policies or operating practices regarding government regulations and regulatory compliance. Internally documents and files organizational processes or functions to track and ensure compliance. Identifies gaps in documentation, or potential areas of non-compliance, and suggests resolutions.
- Takes ownership of analysis and creation of materials for key meetings, develop agendas, communications, and related meeting materials. Provides ongoing administrative support as needed to the state leaders.
- Ensure compliance and complete vendor checks and pulling licenses per state mandates as needed. partnering with Accounts Payable / Receivable, coordinating with local vendors, and entering billable hours from nursing to ensure timely processing and completion of regional invoices.
Training:
Under direction of Learning and Development (L&D), schedules, organizes, and facilitates assigned learning tasks to meet regulations and regional training needs in accordance with AbleLight’s Mission, Vision, Core Values, Quality statement and educational objectives. This includes following established new hire and onboarding practices to coordinate new employee orientation schedules and facilitates learning using the established state and corporate curriculum. This position may also support and facilitate other training such as regulatory/compliance, mentoring programs, and other professional development courses provided by L&D.
Placement:
Partner with the Regional Director and Area Directors to help facilitate the referral and placement process of individuals into our programs. May include working directly with government agencies and families to work through the regulatory approval process, entering data into applicable systems / applications, completing Medicaid renewal packets and certifications, and partnering with the families to ensure a smooth transition.
Scheduling:
- Partner with the local leadership teams to help develop adjusted staffing schedules based on the changing needs of the People We Support and employee availability, as needed. Responsible for entering schedules into the Dayforce (HRIS) system and partnering with local leadership teams to monitor gaps in staffing coverage and partner with front line leadership to ensure coverage and adjust staffing schedules accordingly, as needed. Run reports as needed to analyze data and recommend schedule changes based on trends / changing business needs.
- Lead special projects as assigned
Knowledge, Skill, and Abilities for Success in the Role:
- Ability to identify and implement creative solutions to a variety of challenging and changing situations.
- Articulate and confident; must possess poise and show discretion and the highest degree of confidentiality and ethics.
- Strong planning, organizational, time and project management skills to prioritize and complete multiple assignments and coordinate workflow with minimal supervision. Attention to detail and ability to read and interpret regulation and compliance documents.
- Excellent verbal and written communication skills, including the ability to understand nuance and adapt communication style based on the audience and situation.
- Excellent organizational ability to plan project and complete satisfactorily.
- High proficiency in MS Word, Excel, and PowerPoint.
Minimum Job Qualifications:
- Education: Bachelor’s degree in related field or commensurate experience
- Four years of administrative experience in IDD regulations and compliance.
- Experience in managing multiple projects in a fast-paced environment.
- Advanced computer skills, Outlook, Excel, Word, PowerPoint, Adobe Acrobat, SharePoint
- Driver’s License and ability and willingness to work a flexible schedule, as needed, including occasional evenings and weekends
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