Program Services Administrative Assistant

Job Description

Job Description

Description:

Make a Difference Every Day. Build a Career with Purpose.

Are you an organized, detail-oriented professional who thrives in a fast-paced environment and enjoys supporting a mission-driven team? DECI is seeking a Program Services Administrative Assistant to play a vital role in helping individuals achieve greater independence, employment success, and community inclusion.

In this position, you'll be at the heart of our Program Services team - providing administrative support, coordinating essential documentation and authorizations, maintaining confidential records, and helping ensure exceptional service delivery. If you are proactive, tech-savvy, and passionate about making a positive impact, we would love to hear from you!

Why Join DECI?

• Meaningful work that changes lives
• Collaborative and supportive team environment
• Opportunity to contribute to programs that empower individuals with disabilities
• Professional development and ongoing training opportunities
• Diverse responsibilities that keep every day engaging and rewarding

What You'll Do

As the Program Services Administrative Assistant, you will serve as a key resource for the Program Services Department by:

Administrative & Program Support

• Providing administrative and clerical support to Program Services staff.
• Working closely with service coordinators, clients, and DECI team members to ensure smooth daily operations.
• Taking meeting minutes and maintaining departmental procedures and documentation.
• Serving as a backup for the front switchboard as needed.

Client Services & Documentation

• Coordinating service authorization requests and tracking required documentation.
• Entering authorizations accurately and promptly into Intuition/Vertex systems.
• Maintaining organized, secure, and confidential electronic and paper client records.
• Ensuring ratings, standards documentation, and Department of Labor paperwork are completed and maintained in compliance with requirements.
• Verifying Medicaid eligibility for clients on a monthly basis.

Data Management & Reporting

• Maintaining up-to-date program service templates, lists, and records.
• Assisting with outcomes reporting, data compilation, and chart creation.
• Managing customer satisfaction, employer satisfaction, and visitor surveys.
• Supporting audit preparation and documentation reviews.

Communication & Engagement

• Producing DECI's quarterly newsletter, highlighting client achievements, employment success stories, and opportunities for competitive employment.
• Supporting communication initiatives that celebrate positive outcomes and organizational accomplishments.

Quality & Compliance

• Leading record-updating projects and electronic document management efforts.
• Assisting with CARF survey preparation, data organization, agenda development, and quality improvement planning.
• Maintaining strict confidentiality of all client and organizational information.

Additional Support

• Assisting individuals served by DECI as needed.
• Supporting special projects and other duties as assigned.

Join Our Mission

At DECI, every role contributes to helping individuals reach their goals and achieve greater independence. If you're looking for a rewarding administrative career where your work truly matters, we encourage you to apply today.

Be part of a team that is changing lives, creating opportunities, and building stronger communities - one person at a time.

Requirements:

QUALIFICATIONS

• High school diploma/GED with additional business-related training. Associate's Degree preferred.
• Minimum two years’ experience in an administrative or other related position. A degree may substitute for years of experience.
• Exceptional computer skills required. Working knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, and Access, is required.
• Typing proficiency.
• Excellent communication skills, business writing skills, use of grammar, and proofreading/editing ability.
• Understanding of the strict confidentiality of information.
• Ability to understand and follow verbal and written instructions independently, plan and organize work.
• Excellent organizational skills. Must be able to schedule and prioritize assignments and juggle multiple tasks. Must have initiative. Flexibility in work and thought is essential.
• Ability to assist with disabled clients in an emergency.

Preferred Qualifications

• Associate's Degree in Business Administration or a related field.
• Experience working in a healthcare, nonprofit, human services, or disability services environment.