Part C Administrative Coordinator

About the role

Richmond Behavioral Health is seeking a full-time Administrative Coordinator to join our Part C-Early Intervention team. The selected individual will perform intermediate skilled administrative support work, providing a high level of administrative assistance to the Part C/Early Intervention Unit. This includes planning, monitoring, and coordinating various programs, activities, and staff, as well as maintaining records, preparing reports, and ensuring accurate and timely data entry of client information into the electronic system.

Responsibilities

• Answers telephone and provides administrative support to the Part C unit within the Developmental Services Division.
• Ensures accuracy and validity of information to comply with statutory obligations.
• Inputs data for State Reporting in the Infant and Online Tracking System (ITOTS).
• Runs quality reports from ITOTS to assist the Manager in monitoring Federal Part C Timelines.
• Collects and compiles statistical data to prepare monthly reports.
• Maintains various complex Excel tracking documents on a regular basis.
• Prepares and submits reports for the Manager as required, ensuring compliance with all State and Federal regulations.
• Assists the Manager in monitoring all Part C Contract Deliverables outlined in the annual DBHDS Contract.
• Creates and compiles expenditure spreadsheets from invoices; verifies accuracy of invoices and reconciles with the finance department; reviews and submits reimbursement and refund requests.
• Prepares monthly meeting minutes of staff meetings and other meetings as required.
• Prepares and verifies biweekly payroll forms for the Manager’s submission to Finance.
• Creates marketing items for client referral as needed, including greeting cards and presentation boards for events.
• Maintains staff contact lists, including staff listings, email address books, and website updates.
• Provides training for other administrative staff on various software packages; troubleshoots hardware, software, and office equipment issues within the assigned division.
• Organizes, reconciles, and distributes multiple daily schedules; schedules and reschedules appointments for clients as required.
• Maintains an inventory of office supplies and orders supplies as needed.
• Files and scans various documents.
• Performs special projects as assigned.