ADMINISTRATIVE ASSISTANT

Position Summary:The Family Care Program Administrative Coordinator plays a vital role in supporting the Family Care Director and ensuring the smooth operation of the Family Care Program. This position is responsible for managing administrative tasks, maintaining compliance documentation, coordinating financial processes, and serving as a liaison between Family Care Providers, Home Liaisons, and program staff.Specific Responsibilities:Accept, screen, and route phone calls; respond to routine inquiries.Read, research, and route correspondence, draft letters and documents.Maintain updated records for Family Care Providers and Individuals.Track and manage Family Care Provider/Substitute Provider recertifications.Collect, submit, and file recertification documentation.Submit and receive clearances (SELs, SCRs, Medicaid Fraud).Schedule fingerprinting appointments for new hires.Review, submit, and track monthly check requests for Family Care Providers.Track, scan, and file monthly paperwork from Home Liaisons.Monitor compliance of Family Care Provider documentation.Track Individuals' accounts and issue monthly PNA checks.Assist with Accufund-related tasks and reporting.Track and file Accufund reports.Manage vacation requests for Individuals and Providers.Track furnace inspections and ensure timely documentation.Type memos, reports, letters, and meeting minutes, including confidential materials.Create and maintain binders for Individuals at office and Family Care homes.Maintain confidentiality and secure sensitive information.Establish and revise filing systems; classify and organize documents.Maintain accurate records of program-issued cell phones and manage equipment plete special projects as assigned.Serve as liaison between Family Care Providers and Home Liaisons.Contribute to team efforts and support cross program goals.Financial Responsibilities:Process, code, and review billing, invoices, petty cash, purchase orders, and expense reports in COUPA for both programs.Update Family Care DOC and SSI rate spreadsheets.Coordinate and review monthly billing for accuracy across I/DD programs.Collect and file ISPs, LOCs, and Addendums.Track and submit check and purchase card increase requests; reconcile with finance.Purchase supplies for staff, Family Care Providers, and Individuals.Qualifications:High School Diploma required; Associate degree preferred.Proficiency in MS Office Suite (Word, Excel, Power BI).Strong verbal and written communication skills.Excellent telephone and clerical terpersonal Skills:Team-oriented with ability to collaborate across departments.Culturally sensitive and respectful in interactions with staff, individuals, and families.Able to maintain professional boundaries and work cooperatively.Scope of Responsibility:Serve as assistant to the Family Care and Day Habilitation Director(s). In the absence of a Director, report to the Family Care Program Coordinator)Maintain all aspects of a well-run office.Act as backup to the Office Manager when needed.Perform other duties as assigned by the Director(s) or designee (Family Care Program Coordinator).

Created: 2025-10-22