Regional Administrative Professional

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Regional Administrative Professional

Under direction of the Regional Support Supervisor or other regional leader, the Regional Administrative Professional travels to each assigned program across the region on a regular, rotating basis to support the consistent, accurate and timely entry and maintenance of important program-related information. Obtains and appropriately enters documentation and information into electronic or other files or systems and in accordance with applicable rules, regulations, processes and procedures. Reconciles receipts, ledgers and petty cash; conducts reviews of records, documents and other confirmations for assigned programs, as needed or requested.

Key/Essential Functions & Responsibilities

• Reports on-site to each assigned location for a full workday to perform administrative duties to support maintaining compliance with documentation requirements, tracking, monitoring and entry of data and/or completing reconciliations on a regular, rotating basis (e.g. every two weeks).
• Obtains, accesses and reviews documentation as needed, in coordination with applicable Program Supervisor or designee; may assist with obtaining documentation from other internal or external sources, including care managers, families, or other internal departments.
• Scans, saves, names/renames and/or uploads appropriate documentation into shared folders and electronic systems in accordance with applicable policies and procedures.
• Performs data entry in electronic systems and/or completes forms or other documents by entering information from receipts, records or statements.
• Supports assigned programs with fiscal systems including ledgers, fee determinations and/or invoices appropriately documenting or entering information, performing basic numeric calculations (adding or subtracting) to reconcile ledgers or total expenses and selecting appropriate codes for invoices following provided instructions.
• Reviews and confirms that assigned programs are meeting applicable requirements and that supporting tracking and documentation are complete, timely and accurate, escalating inconsistencies, concerns or missing entries to Program Supervisor for the below and other similar processes/areas:
  • Ensuring fire book is updated with appropriate documentation and signatures for all drills
  • Assisting with tracking of program-specific or other required trainings
  • Reviewing observations to ensure that minimum monthly requirements are met and electronic documentation is completed/accessible
  • Assisting with scanning, uploading and/or confirming entries in Digital Agency (DA) for anecdotals or other medical documentation in coordination with Health Care Specialist or Program Supervisor
• Monitors and reconciles petty cash for assigned programs, completing necessary paperwork, data entry and accounting for expenditures by reviewing, totaling and documenting receipts; assists other regional programs as directed, by reviewing, completing transmittal or other documentation and/or performing data entry.
• Escalates all questions and concerns regarding documentation, reconciliations or appropriate handling and entries to Program Supervisor or designee and/or to direct supervisor, as applicable. 
• While on-site at a program or at the direction of supervisor, may assist with program-related inquiries to obtain, check, confirm or find information or documentation (e.g. confirming vehicle identification numbers).
• May assist with notifications, requests and other inquiries by making phone calls and/or sending emails to internal or external sources to obtain information or documentation, as directed by supervisor or Program Supervisor or designee.
• May make suggestions for handling or compiling administrative paperwork to expedite or improve administrative processes; escalates suggestions to supervisor for review and to ensure continuity across the region.
• Performs all other duties, as assigned.

Minimum Qualification Requirements including education, experience, licensure/certification, etc. and essential physical capabilities (e.g. lifting, assisting lifting, standing, etc.)

• High school diploma or its educational equivalent; and
• Six months (6) months of experience working in an administrative support or similar role performing data entry, clerical or related duties; or
• Satisfactory combination of education, experience and/or training; and
• Ability to travel to and work from each assigned program across the region on a regular, rotating schedule, typically during normal business hours on weekdays.
• Ability to use and willingness to learn various electronic systems and files to enter, locate, upload and record information or documents including, but not limited to Workday, Digital Agency (DA) and share drive/Intranet
• Excellent time management and organizational skills and ability to multi-task.
• Ability to work independently and effectively in a team setting and obtain necessary information, while remaining flexible to prioritize specific program needs and tasks as directed by Program Supervisors.
• Familiarity with Microsoft Office specifically with Outlook, SharePoint and OneDrive.

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Preferred Qualification Requirements (desired requirements beyond MQRs above)

• Experience with data entry and reconciling data, including financial and purchasing data (ledgers, petty cash, invoices, etc.)
• Previous experience using Workday or Digital Agency

Compensation range

$16.50/hour - $16.50/hour

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or status as a Vietnam or disabled veteran. YAI is an Equal Opportunity Employer.