Compliance Specialist/Administrative Assistant II

Position Summary

The Compliance Specialist/Administrative Assistant II is responsible for improving the quality and completeness of clinical records through concurrent and retrospective reviews. This position supports staff with documentation and billing compliance, assists with utilization and quality management processes, and provides administrative support to the Core Program Director and office operations.

Key Responsibilities

• Meet and greet clients and visitors professionally.
• Operate a multi-line phone system and appropriately triage emergency vs. non-emergency calls.
• Maintain office organization standards and support staff and client administrative needs.
• Sort, date-stamp, and distribute incoming mail; process outgoing mail.
• Produce meeting minutes, correspondence, and customized forms as needed.
• Maintain and reconcile petty cash, district cash, and in-kind donation records.
• Prepare, review, and maintain files and personnel paperwork (new hire, separation, pre-employment).
• Cook with HR regarding expired or missing personnel documentation.
• Conduct concurrent and retrospective clinical record reviews for quality, utilization, and risk management.
• Maintain accurate databases and generate daily, weekly, monthly, and quarterly reports.
• Review data entered into county and agency systems for completeness and accuracy.
• Coordinate monthly chart audits with Program Manager/HOS and prepare audit reports and corrective plans.
• Participate in Peer Review/Compliance meetings per agency and county guidelines.
• Monitor program practices to ensure compliance, accountability, and effectiveness.
• Support oversight of documentation and billing best practices while maintaining client privacy and dignity.
• Review satisfaction surveys and outcome data; assist in improvement planning.

Qualifications

• Proficiency in Microsoft Word and Excel or similar software.
• Ability to identify trends, analyze data, and communicate findings effectively.
• Experience in a Windows-based environment, including communication and file transfer tools.
• Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines.
• Experience operating standard office equipment (copier, printer, scanner, postage meter).
• Mets all Community Care Licensing requirements (fingerprint clearance, TB/health screening, valid CDL, clean driving record).
• Mets all federal, state, and county compliance requirements, including periodic sanction checks.
• Flexibility, attention to detail, and strong communication skills.