Job description

Job Summary:
The Documentation & Administrative Coordinator reports directly to the Senior Program Director. He/she will work with the Senior Program Director to oversee program documentation with significant writing responsibilities including assessments, treatment plans, periodic reviews, and progress notes. The Documentation & Administrative Coordinator will assist and train staff in completion of client records. He/she will insure coordination of maintaining program compliance with DDS and CARF standards with Senior Program Director. Additional responsibilities will include assisting Senior Program Director and Program Supervisors with intake coordination, new program development and set up. This will include some temporary case management responsibilities and significant client interaction. This position is non-exempt.

Supervisory Responsibilities:
None

Essential Functions of Position:

• Meet on an on-going basis with the program staff to review documentation such as Assessments, Progress Notes, Data Collection Systems, and Behavior Plans
• Review program records on an ongoing basis. Develop a plan for assuring records are maintained in the required timeframe and meet DDS and CARF standards.
• Assist staff in clinical writing as needed in conjunction with program SPD and PD/Supervisors
• Provide on-going training in the area of documentation on an individual and group level.
• Write designated ISP assessments, reviews, and progress notes on individual consumers as assigned by supervisor
• Take meeting minutes as requested
• Remain current with all forms of consumer documentation as required by Bay Cove and regulatory agencies
• Work closely with the program service area QA Coordinator to support QA initiatives, ongoing requirements and coordination of licensing and accreditation reviews.
• Complete varied administrative support tasks, such as copying, typing, filing, etc.
• Complete short and long-term special projects as needed
• Data entry for database operations as assigned.
• Other responsibilities as assigned by the supervisor.

Qualifications:

• BA preferred and a minimum of 3 years experience in Human Services or related field required
• Ability to assist staff in developing and maintaining client records on an on-going basis.
• Prior experience working with individuals with mental illness and/or developmental disabilities preferred
• Strong writing and organizational skills.
• Demonstrated skills utilizing Windows, Word, and Excel.
• Valid Driver’s License.
• A COVID-19 vaccination is a requirement of the position. One COVID-19 shot is acceptable, contingent on the individual receiving the second shot within the allotted time frame.

Mission Traits:

• Utilizes a flexible and responsible work style that meets evolving needs of the agency.
• Works with integrity and respects the dignity and value of all individuals.
• Exhibits mission through job knowledge, pride in work role, and advocacy.
• Promotes diversity and inclusion of all individuals.
• Works in a collaborative, compassionate manner with stakeholder/partners.

Physical Characteristics:

• Able to lift and carry supplies, groceries, etc.
• Able to use stairs for visits to apartment and program sites

Required Training: See Training Record

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