JOB TITLE: Administrative Compliance Specialist

REPORTS TO: Executive Director

PURPOSE: This position is responsible for providing assistance and administrative support for the executive director and staff. In addition, conducts Level One contract compliance management activities for mental health, substance abuse and developmental disabilities operations.  

PRINCIPAL ACCOUNTABILITIES:

This position may on occasion deal with client files and other client specific information of a confidential nature, and shall comply with State and Federal confidentiality statutes. All client information shall be protected from unauthorized disclosure as defined by law and administrative rule.

Participate in the organization and preparation for meetings of the Developmental Disabilities Board and the Mental Health Board. Attends all board meetings and study sessions and prepares minutes of proceedings from tapes and notes.

Acts as assistant to the executive director and prepares a wide variety of correspondence, memoranda, lists, forms, and reports requiring the use of word processing and spreadsheet software. Screens telephone calls, takes messages, greets and directs visitors, maintains appointment calendars for the office and performs general clerical functions including developing and maintaining office files, photocopying reports and other materials, securing meeting rooms for staff, making travel arrangement, and maintaining office equipment. Processes outgoing mail and distributes incoming mail. 

Responsible for organization and maintenance of contract files for the Mental Health Board and the Developmental Disabilities Board. Files shall include executed contracts, amendments, correspondence, and other information pertaining to contract performance and compliance.

Under the direction of the Associate Director for Developmental Disabilities, manages level one compliance monitoring for Mental Health Board and Developmental Disability Board provider contracts. Participates with the Associate Director in site visits and other Level Two monitoring activities for selected programs/contracts as necessary.

Participate in the development of annual allocation criteria and funding priorities and development of application packets. Assists with evaluation of applications for funding for mental health, substance abuse and developmental disabilities services and programs; and development of funding recommendations for the consideration of the Mental Health Board and the Developmental Disabilities Board.

Participate and represent the Mental Health Board and Developmental Disabilities Board in professional networks, councils, and other collaborative bodies related to the local system of care for mental health, substance abuse and developmental disabilities services and programs as assigned.

Other duties as assigned by the executive director.

CONTEXT:

The Mental Health Board and the Developmental Disabilities Board have statutory responsibilities to plan, fund, monitor and evaluate the local system of care for mental health, substance abuse and developmental disabilities services and program in Champaign County. A key component of this position is to assure there is fully integrated planning between the two boards and that overlapping populations are addressed in all processes.

SUPERVISORY RESPONSIBILITIES:

None.  May direct the work of student interns and consultants for certain projects.

DIMENSIONS:

Matrix management – Operations Team Member

QUALIFICATIONS:

Solid knowledge of the English language including grammar, punctuation and composing skills; knowledge of basic principles of filing systems; basic knowledge of contract document management including amendments and updates. Solid knowledge in the operation of word processing equipment and software; spreadsheet skills; ability to operate recording equipment; skill in the application of modern office methods, solutions to practical problems and good relationship skills. Ability to take and transcribe meeting minutes; to understand and follow instructions; and to deal with the public in a helpful empathetic manner.   

To perform this job successfully, an individual must be able to perform each essential task satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE:

High school diploma supplemented by college coursework. Five years experience with a community behavioral health authority or equivalent combination of education and on the job training. Knowledge, skill and mental development including word processing, business, and basic secretarial training and experience. Two years of computer based word processing and general clerical experience. Significant experience writing minutes for public meetings. Knowledge of the open meetings act.

LANGUAGE SKILLS:

Ability to read, analyze and interpret contract proposals, professional journals, technical procedures or government regulations including administrative rules and policy documents. Ability to write reports, business correspondence, memoranda, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, direct service staff, and the general public.

MATHEMATICAL SKILLS:

Ability to calculate figures and amounts such as statistical measures, proportions and percentages.

REASONING ABILITY:

Ability to define problems, collect data, establish facts, and draft valid conclusions. Ability to interpret an extensive variety of technical instructions in written and diagrammatic form and deal with several abstract and concrete variables.

CERTIFICATES, LICENSURE, REGISTRATIONS:

            As required.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. While performing the duties of this job, the employee is frequently required to walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk; or hear. The employee is also required to stand occasionally. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required for this job include close vision, distance vision, and the ability to adjust focus. The employee is required to perform off site duties through the use of a personal vehicle.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the primary functions of this job. Normal office conditions. The noise level in the work environment is usually quiet.