Support Services Specialist

Northern Hills Training Center•Spearfish, SD

5d•Hybrid

About The Position

Northern Hills Training Center (NHTC) is seeking a dedicated and experienced Support Services Specialist to provide essential administrative and compliance support across all service delivery programs. This role serves as a central resource for quality assurance, documentation integrity, and operational consistency — working closely with program supervisors and direct support staff to ensure that participant services are delivered in accordance with established standards, individualized service plans, and regulatory requirements.

Requirements

High school diploma or GED required
Minimum of one (1) to two (2) years of experience in a social service, disability services, or related program environment.
Strong organizational skills with the ability to manage multiple tasks and competing priorities.
High attention to detail and commitment to documentation accuracy and data integrity.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook); comfort learning new software platforms.
Effective written and verbal communication skills.
Ability to work collaboratively with program staff, supervisors, and administrative leadership.
Demonstrated problem-solving ability and follow-through on assigned action items.
Knowledge of applicable regulatory and compliance standards relevant to residential or community-based services.

Nice To Haves

Associate’s or Bachelor’s degree in human services, Social Work, Healthcare Administration, or related field preferred.
Prior experience with Therap or comparable electronic health record (EHR) systems strongly preferred.
Familiarity with ISP processes, Fee for service billing, and State Medicaid

Responsibilities

Conduct scheduled and unscheduled audits of Therap records across programs to ensure accuracy, timeliness, and compliance.
Identify documentation errors, gaps, or trends and report findings to program supervisors.
Track audit results and maintain audit logs for compliance reporting.
Perform daily checks of program documentation to ensure completion, accuracy, and adherence to agency standards.
Flag missing or incomplete records and communicate findings to responsible staff and supervisors promptly.
Review Individual Service Plan (ISP) notes across caseloads to confirm notes are maintained, current, and aligned with participant goals.
Review and process purchase orders (POs) and participant grocery lists to ensure accuracy, appropriate approvals, and alignment with individual budgets.
Maintain records of approved POs and flag discrepancies for supervisor review.
Design, update, and maintain standardized forms, checklists, and documentation templates used across programs.
Collaborate with program leadership to ensure templates reflect current regulatory and agency requirements.
Conduct periodic environmental audits of program sites to assess safety, cleanliness, and regulatory compliance.
Document findings and work with supervisors to address identified concerns within required timelines.
Complete DOH required drills, etc.
Maintain and manage the front desk coverage schedule, ensuring adequate staffing during all operational hours.
Fill in at the front desk as needed to ensure continuity of service and a welcoming environment for participants, families, and visitors.
Provide general administrative support to program operations as needed.
Maintain confidential records in compliance with agency policies and applicable regulations.
Participate in staff meetings, training, and quality improvement initiatives.