Administrative Assistant

Northeast Kingdom Human Services • Derby, VT

6d

About The Position

The Administrative Assistant for Developmental Services provides administrative support for financial operations and data management within the Developmental Services division at Northeast Kingdom Human Services. The position processes invoices and check requests, maintains budget tracking systems, coordinates service changes with Care Management Organizations, manages electronic health record updates, and supports accurate documentation and compliance with Vermont developmental services requirements. The role requires attention to detail, an understanding of developmental services waiver programs, and the ability to work independently with internal and external partners.

The Administrative Assistant works collaboratively with the Business Office and, with guidance from the DS Budget Administrator, supports timely payment processing, accurate financial tracking, and monthly reporting. The position also maintains program and financial records, coordinates service documentation, and communicates with staff, providers, and state agency partners to resolve billing discrepancies and keep records current.

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 service types.
• Experience with invoice processing, accounts payable, or financial administration.

Responsibilities

• Collaborate with the Business Office and, with guidance from the DS Budget Administrator, 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 for payments.
• Process contracted service invoices and organize and scan documentation into the designated scan server for record retention.
• Maintain year-to-date financial tracking spreadsheets documenting funds used and remaining balances for each contracted service.
• 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 ensure program records are accurate and up to date.
• 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 reimbursements and a loan repayment program.
• Health and dental insurance, including low-cost medical and dental coverage.
• 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.
• Additional optional benefits.

What This Job Offers

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