ADMINISTRATIVE ASSISTANT

NORTHEAST KINGDOM HUMAN SERVICES INC • Derby, VT

7d • $20 - $24 • Onsite

About The Position

The Administrative Assistant for Developmental Services provides administrative support for financial operations and data management within the Developmental Services division. The role processes invoices and check requests, maintains budget tracking systems, coordinates service changes with Care Management Organizations (CMOs), updates electronic health records, and supports accurate documentation and compliance with Vermont developmental services requirements. It requires attention to detail, familiarity with developmental services waiver programs, and the ability to work independently with multiple internal and external partners.

The position collaborates with the Business Office and receives guidance from the DS Budget Administrator to support timely payment processing, accurate financial tracking, and monthly reporting. It also maintains records and tracking systems for contracted services and program changes, interfaces with state systems, monitors provider contracts, and communicates with staff, providers, and state agency partners to resolve billing and documentation issues.

Requirements

• High school diploma or equivalent.
• At least two years of administrative experience in healthcare, human services, or a related field.

Nice To Haves

• Associate degree in business administration, accounting, or a related field.
• Experience with electronic health records and budget tracking.
• Knowledge of Vermont developmental services, Medicaid waiver programs, and developmental services types.
• Experience with invoice processing, accounts payable, or financial administration.

Responsibilities

• Collaborate with the Business Office, with guidance from the DS Budget Administrator, to ensure timely payment processing, accurate financial tracking, and completion of monthly reporting requirements.
• Reconcile invoices against approved services and funding, verify cost centers and billing codes, and prepare check requests.
• Process contracted service invoices, including organizing and scanning documentation into the designated scan server for record retention.
• Maintain year-to-date financial tracking spreadsheets showing funds used and remaining balances for each contracted service, and monitor individual service expenditures against approved budgets.
• Update the electronic health record to reflect service changes, additions, and terminations.
• Maintain a tracking system for new individuals, transfers, admissions, terminations, and other service changes to keep program records accurate and current.
• Use state systems, including ARIS and Global Scape, to download and distribute required files.
• Generate and monitor provider contracts to ensure accurate information and timely execution.
• Communicate with internal staff, external providers, and state agency partners to resolve billing discrepancies and coordinate service documentation.

Benefits

• Tuition and continuing education reimbursement and a loan repayment program.
• Health and dental insurance.
• 403(b) retirement plan with agency contribution and match.
• Generous paid time off, 12 sick days, and 12 paid holidays.
• Employee wellness program.
• Short- and long-term disability coverage, life insurance, employee assistance program, and additional optional benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED