Administrative Assistant

AP has partnered with a non-profit organization in Rochester to assist them in securing an experienced Administrative Assistant to support the Compliance and Risk Management Departments.  This human services agency supports members of our community making sure that individuals with disabilities have the best care.  If you want to align yourself with a company that has a great mission and offers you the opportunity to make a difference in the community, this is the role for you.  Come join this amazing organization and make a difference!  This is a Direct Hire opportunity with hours of 8-5 or 8-4:30 Monday through Friday.

Responsible for assisting:

1. The Vice President of Corporate Compliance and Risk Management as they provide direction and oversight for the Agency’s corporate governance, compliance programs, policies, and practices with applicable Federal, State and Local laws and regulations.
2. The Vice President of Quality Advancement relative to quality service delivery and supports.
3. To support the mission, vision and values of the organization

Corporate Compliance and Risk Management Duties:

• Assist in Managing the Excluded Provider Monitoring Program
• Carry out monitoring reviews as assigned, providing detailed reports in a timely manner
• Provide compliance support to the Agency’s program leaders and Corporate business in response to inquiries
• Collaborate and work with other members of the team to ensure all required records and compliance registers are maintained and in an accurate and timely manner including database logging of compliance matters
• Liaison with colleagues across internal governance and controls, compliance and audit functions where required
• Assist in producing objective, timely and well-presented monitoring reports and gain approval for distribution to Senior Management and Directors
• The role includes the responsibility for assisting in the monitoring and reporting on the effectiveness of the Agency’s internal policies and procedures ensuring compliance
• Assist with contract management and compliance oversight
• Performs routine compliance tasks concerning documentation and reporting
• Maintain compliance review files to include follow-up of all items required by regulators for audit purposes

Human Rights Committee (HRC)

• Completes data entry of all HRC plans/information into HCS database on an ongoing basis, including adding/creating new “plan”/medication.
• Distribution of any plans to committee members (i.e. when a new plan is requested for emergency approval).
• Identifies and sends out electronic requests of the plans/meds and follow up required for review each month. Sends HRC requests to the appropriate parties for the following month by the following Monday. Running report by program site in HRC database to identified plans/meds/follow up not yet submitted for the month (manager, BIS, nurse) sending out notifications via email.
• Organizes all of the information for committee review each meeting.
• Verify that plans/meds are reviewed as required (verifies that requests/responses are received) and follows up with appropriate party as needed. Supports HRC chair to identify gaps in information submitted/follows up with team members;
• Distributes signed plans/med approval forms to appropriate party (saved in shared T drive folder).
• Monitors requested information is submitted in a timely manner/that all info has been received, checking on what has not been submitted at least 3 business days prior.
• Uploads approved/current, signed “plans”/med approval forms into the HRC database.
• Archives old or previous/discontinued “plans”/medication approval forms.

Incidents/Incident Review Committee (IRC)

• Assists IRC chair in preparing IRC meeting minutes each month.
• Completes redaction for incidents when requested.
• Proof reads and formats meeting minutes.
• Sends a copy of monthly IRC minutes to IRC Chair and Executive Director for review/approval.
• Sends copy of approved IRC minutes to Committee and OPWDD’s IMU (uploads into OPWDD IRMA database).
• Completes and forwards reports to OPWDD’s Incident Management Unit office as requested/needed.
• Assist’s IRC chair in Semi Annual Trend meeting(s)/report on an ongoing basis.
• Distributes IRC recommendations.
• Files completed investigations (with attached IRC meeting minutes/completed recommendations)
• Assists in other incident related activities as requested.
• Enters 147’s into HCS database as well as OPWDD Incident Report and Management Application (IRMA) database, as requested/needed.

• AS in Business Administration or related field, BA/BS preferred

• 2-3 years' experience in an administrative role required

• Proficient with Microsoft Word, Excel, Outlook and experience with relational databases.
• Excellent organization skills, ability to manage several projects simultaneously
• Outstanding communication and public speaking skills