Triage Administrative Assistant 3

Arizona Department of Administration • Phoenix, AZ

6d • Onsite

About The Position

The Department of Economic Security (DES), Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as a Triage Administrative Assistant 3. This position provides high-level administrative support services to management. This position coordinates/organizes with AHCCCS, QA Manager, QM Administrator, Medical Director, QA Specialist, District ALTCS/QA Staff the completion of Quality of Care Concerns received from AHCCCS. This position is also responsible for assisting the Medical Director with Mortality review. DDD provides individuals with developmental disabilities, and their families, services and supports that are flexible, high-quality, and member-driven. These services provide individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community. Applicants for this position cannot be licensed or certified by the DDD Office of Licensing, Certification and Regulation, cannot have a principal interest in or have a spouse or close family with a principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor.

Requirements

• Knowledge in: ACCESS, EXCEL to establish databases and to extract information from databases and create tables, charts etc.
• Understanding of Quality Management concepts.
• Knowledge of the principles and practices of administration and management agency or program rules, regulations an operating procedures.
• Manage a large, complex and varied work volume with organization and good time management skills.
• Good oral and written communication and listening skills.
• Good Customer services skills.
• Ability to plan, coordinate activities, analyze and establish priorities.
• Develop effective operating procedures.
• Driver’s License Requirements. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver's license, complete all required training, and successfully pass all necessary driver's license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to Driver's license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operated a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) (R2-10-201.11).
• Successfully pass background and reference check; employment is contingent upon completion of the above-mentioned process and the Agency's ability to reasonably accommodate any restrictions.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Three years responsible administrative experience, or bachelor's degree in in a field appropriate to the assignment from a an accredited college or university and two years responsible administrative experience.

Responsibilities

• Database development, maintenance, extracting information and putting in into graphic display to hand off to administration for analysis. Current databases include: Care Concerns, Emergency 24-hour phone calls, HCBS Audits, Credentialing, Mortality, Contract Actions, AHCCCS Self Reports.
• Coordinates with AHCCCS and staff for the completion of QOC Concerns received from AHCCCS, forwards for approval to QA Manager/Administrator and final approval from Medical Director.
• Maintains tracking calendar with due dates, establishes electronic files audits files for completion.
• Follows-up on missing docs and any inquires from AHCCCS.
• Mortality review activities which includes obtaining critical information, organizing file for Medical Director Review, complete follow-up requests, maintain database, archiving, and assisting with pulling the mortality data to allow the medical Director to write the Annual Mortality review Report for the Assistant Director.
• Payroll, track completion of mandatory trainings by QA staff, answer phones, ensure office equipment is operational and if not arrange for replacement or repairs.
• Coordinates all office activities and works with the LOC's re: fire drills, moves, etc.
• Organize Bi-monthly group home seminar for public, includes arranging training room, taking registration, sending training materials to participants, confirming trainers, revising training materials as needed.
• Coordinates meetings with internal and external people, writes minutes, completes agendas, set up conf calls, etc.
• Part of QA Admin Team and assists with decision making, prioritizing of project, process improvement plans and routinely is assigned follow-up activities.
• Presents topics to Monthly QA Unit Meetings.
• Assigns work to QA Specialists such as Care Concerns, Credentialing, HCBS monitoring.

Benefits

• Affordable medical, dental, life, and short-term disability insurance plans
• Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
• 10 paid holidays per year
• Paid vacation and sick time
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child.
• Deferred compensation plan
• Wellness plans
• Tuition Reimbursement
• Stipend Opportunities
• Infant at Work Program
• Rideshare and Public Transit Subsidy
• Career Advancement & Employee Development Opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level