Executive Administrative Assistant

Job Summary: 
 
The Executive Administrative Assistant operates as a chief of staff for the Area Vice President providing high level administrative support and facilitates information and processes for operational and state leaders. This person must be open to change in line with state direction and organizational goals championing the AbleLight culture. With minimal direction and in alignment of our strategy and purpose, the AOM completes duties, produces regular and on-time reporting, assigned projects, and communicates on behalf of leadership with different stakeholders internally. This includes, but is not limited to, staffing, finance, referral and placement, or training. These duties are significant business operational roles directly impacting AbleLight operations and the people we serve.

Essential Duties: 

55% Primary Responsibilities:

Regulations & Reimbursement

• Supports and facilitates process requirements for annual licensing.
• Takes ownership of analysis and creation of materials for key meetings, develop agendas, communications, and related meeting materials. Provides ongoing administrative support as needed to the state leaders. Provides oversight/organization as it relates to Medicaid redetermination, licensing, and annual process for people we serve. Annual/Semiannual meetings are calendarized and organized by person and AU.( ISP, PFW)
  
  

Reporting & Survey Readiness

• Partner with the local leadership teams to support operational processes through communication, reporting, accountability to regulations and AbleLight needs:
• Assist state leadership with analysis of payroll program hours to actual spend.
• Oversight of state required paperwork and submission in a timely manner.
• Takes lead role on Plan of Correction filing all pertinent documents in a timely manner.
• Supports DRO/MRO during survey/audits as needed.

25%   Other Duties

• Approve/Deny invoices under $1,000 (House Repairs, Past Control, Landscaping (Snow)
• State specific duties as assigned (EBT reconciliation)
• Order supplies as needed for homes/state service lines.
• Manage electronic/physical mail and respond accordingly.

20%   Special Projects

• Lead special projects as assigned
• Recognition activities (Quarterly)

The above reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned for the position.

Knowledge, Skill, and Abilities for Success in the Role: 

Knowledge: Theoretical or practical understanding of a subject acquired and increases through experience.

Skills: Proficiencies developed through training, practice, or experience.

• Ability to identify and implement creative solutions to a variety of challenging and changing situations.
• Articulate and confident; must possess poise and show discretion and the highest degree of confidentiality and ethics.
• Strong planning, organizational, time and project management skills to prioritize and complete multiple assignments and coordinate workflow with minimal supervision. Attention to detail and ability to read and interpret regulation and compliance documents.
• Excellent verbal and written communication skills, including the ability to understand nuance and adapt communication style based on the audience and situation.
• Excellent organizational ability to plan project and complete satisfactorily.
• High proficiency in MS Word, Excel, and PowerPoint.

Our Values – The “Way” We Work:

Misson First: We are called to support others to flourish and that deserves our full energy, commitment, and focus.

One AbleLight: We are ONE TEAM working together to advance quality. We value collaboration, accountability, transparency, and courage. 

Christian Love: We are guided by our Christian Faith because all people have infinite value. We welcome and love every person, we act with empathy, grace, dignity, and patience.

Minimum Job Qualifications:

Education: Bachelor’s degree in related field or commensurate experience

Experience: Four years of administrative experience, IDD regulations and compliance preferred. Experience in managing multiple projects in a fast-paced environment. Advanced computer skills, Outlook, Excel, Word, PowerPoint, Adobe Acrobat, SharePoint

Driver’s License and Ability and willingness to work a flexible schedule, as needed, including occasional evenings and weekends.

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