Administrative Supervisor Personal Assistant Services

Job Description
Why a career with Independence First?

When you join Independence First you will be part of a collaborative and passionate team. You will also enjoy lucrative benefits! Independence First was selected as one of Milwaukee Business Journal's Best Places to Work in 2022, 2023 and 2024

Independence First is looking for awesome people to join our team!

You are just the person to join our growing team if you are...

* Passionate About Helping Others

Benefits include:

* 12 sick days, 13 vacation days and an additional 12 paid holidays a year

* Employer paid Dental, Life Insurance (twice annual salary), AD&D, Short and Long Term Disability

* Health Insurance Benefits (partially employer paid, depending on coverage)

* Low-cost Vision Insurance

* Employer-matched 403(b) Retirement Account

* Fitness Center On-site

* Annual Health Risk Assessment

* Annual Flu Shot

* Comprehensive Wellness Program

* Tuition Reimbursement Program

Status: Full Time, Salaried

Reports to: Director of Personal Assistance Services

Position Summary: Provide supervision of the Payroll Exceptions Coordinators and the PAS Program Assistants. Direct oversight of the implementation of EVV internally and with PCWs. Ensure, compliance processes and procedures are adhered to in the day-to-day operations. Guide PAS Management and Executive leadership on best practices.

Position Expected Hours of Work: This is a Full-Time, Salaried position. At minimum, days and hours of work are Monday through Friday, 8:00 am to 4:30 pm. However, there may be some variability in the weekly schedule due to consumer need driven by compliance as well as by agency need. Occasional evenings and weekends. Staff is expected to be able to work in the office, remotely, or a hybrid of both, during regular business hours.

Essential Functions of the Position:

Responsible for providing administrative support to the Personal Assistance Services department Administrative Division.

Responsible for the direct supervision of PAS Program Assistants and Payroll and Exceptions Coordinators, including annual reviews, disciplinary actions, and day-to-day documentation.

Assures the complete and thorough maintenance of all necessary program documentation by administrative support staff within consumer medical records and multiple PAS databases.

Supervises data quality, validation, and maintenance of the Personal Assistance Service Census and Electronic Visit Verification databases.

Works in collaboration with PAS Management to develop, implement, maintain, and evaluate centralized scheduling policies, procedures, and practices.

Works in collaboration with PAS Management to develop and implement systems that make the PAS department more efficient; as well as assist with personnel development, quality assurance, and program evaluation.

Assist with the development and implementation of policies and procedures, staff training, and other duties as assigned.

Attends conferences, seminars, and meetings regarding issues related to Personal Care as needed and required.

Provides advocacy and support for the Independent Living Philosophy to all PAS staff.

Work Environment

Work environment is primarily an office setting with minimal to moderate noise level.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer:

The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.

Experience and Skills
Professional Qualifications

At least 1-2 years of recent experience in management, supervisory, or administrative oversight of staff and day-to-day processes and procedures.

Ability to be agile and adapt to emerging needs in a fast-paced, matrixed healthcare environment.

Must have 1-2 years of experience working with Electronic Visit Verification guidelines and databases. A clear understanding of DHS regulations on EVV and homecare requirements.

Proven strong leadership skills, time management skills, and ability to problem solve required.

Knowledge of Medicaid, Managed Care, Family Care, IRIS preferred.

Must have a firm belief in consumer control, the independent living philosophy, and our agency's Vision Statement.

Demonstrated Computer and software skills required; proficiency with Microsoft office.

Excellent communication skills including speaking, writing, listening, and relationship building.

Ability to keep high-level information confidential.

Excellent customer service skills

Strong analytical problem solving and critical thinking skills.

Ability to work both independently and cooperatively as part of a team with minimal supervision.

Flexibility in the work environment and willingness and ability to adapt to changing departmental/agency…