Program Assistant Jobs in Grove, OK (NOW HIRING)

Job Type
Full-time
Description
JOB PURPOSE:
HOH, Inc. Community Supports Residential Programs are designed to enable persons receiving services to live as independently as possible in their homes. The Community Supports Program Manager coordinates and manages program operations while ensuring compliance with regulatory requirements.
AGENCY EXPECTATIONS OF EMPLOYEE:
• Monitor and oversee used report outstanding unit requests and assist in follow up.
o Assist PCs in follow up of recovering units and requesting new units/authorizations.
o Work with finance billing clerk in clarifying and correcting authorizations.
• QA of home conditions, agency vehicle inspections, paperwork, training, DDS policy standards, HOH policy compliant.
o Make recommendations to maintenance for items needing addressed in home or vehicle via MaintainX application.
o Address and follow up with home repairs with home owners when needed.
o Communicate with Program Director when correspondence may be needed with a property owner in regards to repairs that are not addressed.
• Prepare homes for QA survey
o Review DDS standards in advance of the annual survey and help prepare homes for QA visits.
o Assist Director in updating and submitting annual QA demographics.
o Assist PCs in setting up QA visits and communicating with QA team.
o Review results of QA surveys to determine and prioritize weak areas to address.
• Assist in review and follow up on We Care Employee surveys.
o Coordinate with Director to review surveys each month and determine course of action for items requiring follow-up.
• Incident report reviews and follow up
o Develop a tracking report to ensure timeliness in submissions and follow ups.
o Make sure PCs remain active in CCM to submit and review IRs.
o Ensure staff and PCs are trained on latest IR policy.
o Review incidents and assist director in monitoring follow up and trends that may require attention.
• Assist in reviewing income statements each month and monitor for possible misallocations, discrepancies and address areas that may require an audit. Also compare with budgets and readjust budgets if needed.
• Attend and/or participate in annual IP meetings and team meetings when support may be necessary. Communicate with director on issues that may require follow up.
• Spend no less than one day a week in the satellite locations, alternating between Jay and Claremore and coordinating with days the Director spends in the satellite offices.
o Provide onsite assistance to the program coordinator and assistant program coordinator to address concerns, help in catching up on things that they may be behind on.
o Address concerns from staff and concerns involving staff when needed.
• Review each month the outstanding expenditures list and assist in addressing items that are past due.
• Review the monthly spend down list and monitor balances to review spend down progress to help ensure the agency is compliant with payee policy and keeping within the Medicaid guidelines for maintaining eligibility and not be over resources. Assist PCs in completing and getting caught up when they are behind.
• Serve as back up to director for CORE approvals of PC and PC assistant's time each pay period.
• Assist director in preparing and completing the annual program budget.
• Assist director in following up on cost settlements for community living residents each quarter, or whatever timeframe may be required by finance department.
• Assist director in reviewing and following up on investigations.
o Review incidents that may require OCA referral.
o Review referrals that are received and assist in follow up that is required.
• Review and approve expenditures.
o Approve expenditures for spending and/or transferring funds from individual client trusts.
o Review expenditures that have gone through the process to ensure the program is following the HOH client trust policy.
o Review the procedures and help determine trends and areas to consider for revisions that improve and streamline the process.
• Assist in Transition Process, both Intake and outgoing.
o Assist Director in interviewing and planning for potential new residents transitioning to Home of Hope's residential services.
o Work with the Intake Coordinator to set up required visits and meetings.
o Assist PCs in setting up records and schedules for incoming residents.
o Assist PCs in transition of clients who may be transitioning out of Home of Hope services.
o Assist in ensuring DDS policy is followed for transitions.
• Assist in finding appropriate housing for individuals served by Home of Hope and residents who are transitioning to HOH services.
• Assist in hiring processes.
o Help PCs with interviews when required.
o Assist in communicating position openings and working with HR and PCs to determine priorities and greatest staffing needs.
• Assist in training and development of new programs and databases as well as new technology.
o Assist in planning and transition to Therap.
o Assist in training PCs on new software and programs such as Relias, Paylocity, CORE, and others that intersect with the residential program.
o Help in trouble shooting simple issues related to computer equipment and connections in the community homes.
o Assist Director in determining technology needs.
• Perform other duties assigned.
o Serve as back up to the director in their absence.
Requirements
Degree preferred, commensurate experience, specifically in the field of Intellectual and/or Developmental Disabilities, is acceptable.
Knowledge and Skill Requirements:
Organizational: must be able to prioritize work, attend required meetings and assist others who may need to improve organization skills to improve performance.
Technical: must have some basic to moderate computer skills and knowledge. Also must have knowledge and familiarity with DDS/DHS policies.
Written: must be able to communicate in writing in a professional manner.
Verbal: Must effectively communicate with individuals, families, peers, co-workers and professionals in a respectful and professional manner by phone and in person.
CORE Values: Must demonstrate and practice Home of Hope's CORE Values.