Administrative Assistance

Kahak Health•Charlotte, NC

About The Position

The QDDP Administrative Assistant provides clerical, administrative, and organizational support to the Qualified Developmental Disabilities Professional (QDDP) in coordinating Home and Community-Based Services (HCBS) for individuals with developmental disabilities. The role supports organized individual records, documentation deadlines, meeting schedules, staff communication, and routine office operations. Its primary purpose is to reduce the QDDP’s administrative workload and support timely completion of documentation and organizational tasks. The assistant works under the direction and supervision of the QDDP and performs delegated clerical and organizational tasks within their training and authorized access. The position does not independently perform duties requiring QDDP qualifications, clinical judgment, professional assessment, regulatory decision-making, or independent decisions about individuals’ health, safety, rights, or services. Professional judgments, required approvals, and regulatory responsibilities remain with appropriately qualified and authorized personnel. The position primarily involves office and computer-based work, with occasional participation in staff meetings, record reviews, and other administrative activities. It requires access to confidential individual and employee information, which must be handled in accordance with applicable privacy laws, regulations, and agency policies. Reasonable accommodations may be available to qualified applicants. The job description may be updated based on agency needs, and assigned duties must be performed within the employee’s training, authorization, and supervisory direction.

Requirements

High school diploma or GED required.
Basic proficiency in Microsoft Word, Excel, Outlook, email, and electronic document management.
Strong organizational skills and attention to detail.
Ability to maintain confidentiality and handle sensitive records appropriately.
Effective written and verbal communication skills.
Ability to manage multiple tasks and meet established deadlines.
Ability to follow written procedures and supervisory instructions.
Awareness of incident escalation and individual safety requirements.
Perform delegated clerical and organizational tasks only within training and authorized access; professional judgment and regulatory responsibilities remain with qualified and authorized personnel.

Nice To Haves

Associate degree or relevant administrative experience preferred.
Six months to one year of office administration, data entry, healthcare administration, or human services experience preferred.
Experience with Virginia DBHDS, Medicaid HCBS, developmental disability services, electronic health records, or systems such as WaMS and Therap preferred but not required.

Responsibilities

Organize, scan, copy, upload, and file documents in designated electronic and physical folders.
Maintain organized individual and employee records according to agency procedures.
Prepare meeting agendas, attendance sheets, sign-in sheets, and basic administrative forms.
Answer routine calls, respond to general administrative inquiries, and direct questions to appropriate staff.
Maintain office supplies, calendars, spreadsheets, and administrative tracking logs.
Assist with data entry and routine updates in agency-approved electronic systems.
Organize ISPs, quarterly reports, service authorization documents, assessments, and other records provided by the QDDP.
Track missing documentation, upcoming deadlines, and outstanding staff submissions in a spreadsheet.
Collect daily progress notes, timesheets, training records, and other required documentation from DSPs.
Check documents for basic administrative completeness and notify the QDDP of discrepancies.
Upload and file completed documents after review or approval by the authorized professional.
Maintain a checklist of individual record requirements as directed by the QDDP.
Schedule meetings involving the QDDP, DSPs, individuals receiving services, guardians, case managers, and other authorized stakeholders.
Send meeting reminders and distribute approved meeting materials.
Track attendance and follow up with staff regarding overdue administrative submissions.
Maintain calendars for ISP meetings, quarterly reporting deadlines, staff training, and other scheduled activities.
Route questions about services, incidents, individual needs, and compliance concerns to the QDDP or designated supervisor.
Maintain staff training trackers and organize certificates, competency records, and attendance sheets.
Send reminders regarding expiring certifications, required training, and overdue documentation.
Assist with preparing training packets and organizing staff orientation materials.
Maintain administrative checklists for audits and document reviews.
Help assemble records requested by the QDDP for internal quality assurance reviews or regulatory inspections.
Maintain an incident-tracking log using information approved for administrative entry.
Organize incident-related paperwork and supporting documentation.
Promptly notify the QDDP or designated supervisor when incident notifications, follow-ups, or required documents are outstanding.
File approved risk-management documents and maintain tracking lists for review dates.
Immediately escalate reports of injuries, suspected abuse or neglect, missing individuals, medical emergencies, or other urgent safety concerns to the designated supervisor and follow agency emergency procedures.
Prepare folders and supporting documents for quarterly reviews, ISP meetings, and internal audits.
Assist the QDDP with organizing work queues, prioritizing administrative deadlines, and tracking outstanding assignments.
Maintain task lists for follow-ups assigned by the QDDP.
Draft routine emails, reminders, and meeting notes for QDDP review.
Perform other reasonable administrative duties assigned by the QDDP that are consistent with the position.