ADMINISTRATIVE ASSISTANT

If youre looking for an opportunity to do meaningful work in your community, join the passionate, community-minded team at Northeast Kingdom Human Services (NKHS) is a 501(c)(3) private not-for-profit organization operating with the purpose of promoting a high quality, comprehensive community mental health program in Vermonts beautiful Northeast Kingdom. Our mission is to enrich communities and enhance the ability of individuals and families to improve their lives. NKHS is a Designated Agency contracted with the State of Vermont to provide the highest quality of service in the areas of adults with intellectual/developmental disabilities, children and youth with serious emotional disabilities, and adults with mental health and substance use challenges. We serve the populations of Caledonia, Essex, and Orleans counties through a wide variety of targeted programs for individuals of all ages. NKHS has employees providing case management, community and home supports, residential care, psychiatry, medication management, therapy, vocational supports, school based counseling, emergency care, and respite services. These services are provided annually to nearly 4,000 of our local community members, helping them overcome challenges and achieve health in mind, body, and spirit. Visit us at NKHS.org Check out Life in the NEK of Vermont!

DS Administrative Assistant

The Administrative Assistant for Developmental Services provides critical administrative support for financial operations and data management within the Developmental Services division. This position processes invoices and check requests, maintains budget tracking systems, coordinates service changes with Care Management Organizations (CMOs), manages electronic health record updates, and ensures accurate documentation and compliance with Vermont developmental services requirements. This role requires attention to detail, understanding of DS waiver services, and the ability to work independently with multiple internal and external partners.

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Essential Duties

- Work collaboratively with the Business Office, and with guidance from the DS Budget Administrator, to ensure timely payment processing, accurate financial tracking, and completion of monthly reporting requirements.

- Reconcile invoices against approved services and funding, verify appropriate cost centers and billing codes and prepare check requests for payments.

- Process contracted service invoices, including organizing, and scanning documentation into the designated scan server for record retention.

- Maintain year-to-date financial tracking spreadsheets documenting funds used and remaining balances for each contracted service and monitor individual service expenditures against approved budgets.

- Update the electronic health record to reflect service changes, additions, and terminations.

- Maintain an ongoing tracking system for new individuals, transfers, admissions, terminations, and other service changes to ensure accurate and up-to-date program records.

- Interface with state systems, including ARIS and Global Scape, to download and distribute required files.

- Generate and monitor provider contracts to ensure accurate information and timely execution.

- Communicate with internal staff, external providers, and state agency partners to resolve billing discrepancies and coordinate service documentation.

Qualifications

- High school diploma or equivalent required; Associate degree in business administration, accounting, or related field preferred

- Minimum two years of administrative experience in healthcare, human services, or related field

- Experience with electronic health records and budget tracking preferred

- Knowledge of Vermont developmental services, Medicaid waiver programs, and DS service types preferred

- Experience with invoice processing, accounts payable, or financial administration preferred

SALARY & BENEFITS

- $19.50 - $23.84 per hour, depending upon education and experience

- Tuition & continuing education reimbursements and loan repayment program.

- Health and dental insurance.

- 403b retirement plan with Agency contribution and match.

- Generous paid time off, 12 sick days and 12 paid holidays.

- Outstanding employee wellness program

- Exceptional benefits package including low-cost medical and dental, short-/long-term disability coverages, life insurance, employee assistance program, and additional optional benefits