Part C Administrative Coordinator

Richmond Behavioral Health Authority•Richmond, VA

5d•Onsite

About The Position

Richmond Behavioral Health is seeking a full-time Administrative Coordinator to join our Part C- Early Intervention team! The selected individual will perform intermediate skilled administrative support work providing a high level of administrative support the Part C/ Early Intervention Unit, which includes planning, monitoring and coordinating various programs, activities and staff, maintaining records and files, preparing reports, maintaining accurate and timely data entry of client information into the electronic system, and related work as apparent or assigned. Work is performed under the limited supervision of the assigned supervisor.

Requirements

Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques.
Thorough knowledge of business English, spelling and arithmetic.
Thorough knowledge of the services provided by service agencies.
Thorough knowledge of the demographics of the service area.
Thorough knowledge of and ability to operate personal computers, associated software, hardware and peripherals.
Ability to read and understand moderately detailed policies, procedures and job related materials.
Ability to maintain detailed records.
Ability to solve problems within scope of responsibility.
Ability to establish effective working relationships with associates, agencies, medical personnel, law enforcement, vendors, clients and the general public.
An Associate’s degree with coursework in business administration, or related field and considerable experience in program and administrative support, customer service, office assistance, bookkeeping, business management, and or equivalent combination of education and experience.
Valid driver’s license in the Commonwealth of Virginia.

Responsibilities

Answers telephone; provides administrative support to the Part C unit within the Developmental Services Division.
Ensures accuracy and validity of information to comply with statutory obligations.
Inputs data for State Reporting in the Infant and Online Tracking System (ITOTS).
Run quality reports from ITOTS to assist Manager in monitoring Federal Part C Timelines.
Collects and compiles statistical data to prepare monthly reports.
Maintain various complex Excel tracking documents on a regular basis.
Prepares and submits reports for Manager as required ensuring compliance of all State and Federal regulations.
Assist Manager in monitoring all Part C Contract Deliverables outlined in annual DBHDS Contract.
Creates and compiles expenditure spreadsheets from invoices; verifies accuracy of invoices and reconciles with finance department; reviews and submits reimbursement and refund requests.
Prepares monthly meeting minutes of staff meetings and other meetings as required.
Prepares and verifies biweekly payroll forms for Manager’s submission to Finance.
Creates marketing items for client referral as needed including greeting cards, presentation board for events, etc.
Maintains staff contact list including staff listings, email address book and website.
Provides training for other administrative staff on various software packages; troubleshoots hardware, software and office equipment issues within assigned division.
Organizes, reconciles and distributes multiple daily schedules; schedules and reschedules appointments for clients as required.
Maintains an inventory of office supplies; orders supplies as needed.
Files and scans various documents.
Performs special projects as assigned.