Department Support Specialist

Summary:

The Department Support Specialist provides administrative, operational, billing, and program support to the Intellectual and Developmental Disabilities (IDD) Division. This position assists with the day-to-day functions of the Division by coordinating billing documentation, purchasing, transportation, vehicle maintenance, client records, grants, incident tracking, and other administrative needs. The Department Support Specialist also provides front desk coverage and may assist with direct client training and care within IDD programs as needed.

Essential Duties and Responsibilities:

· Prepare and process Day Program billing and related documentation.

· Provide coverage for the front desk and assist clients, visitors, staff, and others in a professional and courteous manner.

· Process IDD Division receipts, including gas, dining, travel, and other reimbursable expenses.

· Prepare and process credit card requests and enter required information into the appropriate accounting system.

· Coordinate and process orders from Amazon and other approved suppliers and maintain appropriate purchasing documentation.

· Order and maintain supplies for the Division, including copier supplies and other office materials.

· Upload completed Task Analyses and other required Division documents into the electronic health record (EHR).

· Assist with maintaining accurate and timely electronic client records and administrative documentation.

· Coordinate monthly vehicle checks for Division vehicles, including monitoring registrations and tags, scheduling maintenance, and arranging for maintenance or repairs to be completed.

· Coordinate and schedule client transportation as needed.

· Oversee administrative functions related to the Family Support Grant, including promoting the program throughout Westbrook’s service area, processing required documentation, and assisting with program coordination.

· Maintain Division incident tracking and assist leadership with monitoring required follow-up and documentation.

· Conduct monthly audits of client funds and report discrepancies or concerns to appropriate leadership.

· Prepare and distribute annual forms packets to Day Program clients and assist with tracking completion and return of required documents.

· Provide general administrative support, including printing, copying, scanning, uploading, filing, mailing, and document preparation.

· Provide client training, supervision, and/or direct care support within the Employment Program and Day Program when needed and within the employee’s training and scope of responsibility.

· Maintain confidentiality of client, employee, financial, and organizational information in accordance with Westbrook policies and applicable laws and regulations.

· Work collaboratively with program staff, Division leadership, Finance, Facilities, and other departments to support efficient Division operations.

· Maintain flexibility and adapt to changing program needs, priorities, and assignments.

Qualification Requirements:

• Education: High school diploma or GED required. Additional education or training in business, healthcare, human services, office administration, or a related field preferred.

  Experience: Previous administrative, clerical, healthcare, billing, or human services experience preferred. Experience working with individuals with intellectual and developmental disabilities is beneficial but not required.

  Knowledge, Skills, and Abilities

  · Strong organizational and time-management skills with the ability to manage multiple responsibilities and deadlines.

  · Basic knowledge of office procedures, purchasing, billing, recordkeeping, and administrative processes.

  · Ability to learn and effectively use Westbrook’s electronic health record, accounting, and other technology systems.

  · Proficiency with basic computer applications, including email, word processing, spreadsheets, and electronic document management.

  · Ability to maintain accurate records and pay close attention to detail.

  · Effective written and verbal communication skills.

  · Ability to interact professionally and respectfully with clients, families, coworkers, vendors, and community partners.

  · Ability to maintain confidentiality and appropriately handle sensitive client and financial information.

  · Ability to work independently while also functioning effectively as part of a team.

  · Ability to prioritize competing responsibilities and adapt to changes in department operations.

  · Willingness and ability to provide direct client support when needed.

  Other Requirements

  · Must meet all applicable Westbrook Health Services employment, background, training, and credentialing requirements.

  · Must maintain required training and certifications applicable to the position.

  · Must possess a valid driver’s license and meet Westbrook’s requirements for operating agency vehicles when driving is required.

  · Must be able to travel between Westbrook locations and community settings as needed.

  · Regular and reliable attendance is an essential function of the position.

  Physical Requirements: The employee is frequently required to walk; use hands to finger, handle, or

  feel; and reach forward with hands and arms. The employee is occasionally required to sit and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds.