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ADMINISTRATIVE SPECIALIST II

Date:  Oct 14, 2021
Req ID:  12903
Location: 

Fayetteville, AR, US, 72701

Category:  DEPT CAREER ED - REHAB SRVCS
Anticipated Starting Salary:  $26,034

Position Summary

 

The Division of Services for the Blind (DSB) Administrative Specialist II for DSB Field Services works under general supervisor of the Area Field Supervisor and is responsible for the timely and accurate production of documentation required of the supervisor.

 

Education and Professional Work Experience

 

MINIMUM QUALIFICATIONS

The formal education equivalent of a high school diploma; plus, three years of experience in a specialized or related area applicable to work performed. Additional requirements determined by the agency for recruiting purposes require review and approval by the Office of Personnel Management.

 

PREFERRED QUALIFICATIONS

Basic computer skills required. Occasional overnight travel in-state and/or out-of-state is required for training or other assignments. Selectee must pass drug test, maltreatment adult and child registry check prior to permanent hire, and is subject to subsequent random drug testing and background checks.

 

KNOWLEDGES, ABILITIES, AND SKILLS

Knowledge of record keeping procedures.

Knowledge of the principles and practices of mathematics and statistics.

Knowledge of work-related subject area.

Knowledge of computers and software applications.

Ability to conduct research and compile data into report form.

Ability to establish and maintain filing systems.

Ability to operate standard office equipment.

Ability to analyze documents to determine compliance with rules, regulations, and procedures.

Ability to communicate both orally and in writing.

 

Job Responsibilities and Expected Results

 

Data Entry and Maintenance:

 

Prepare authorizations for payment within the same day of receiving the notice to authorize the services in AWARE.

 

Review authorization Current Procedural Terminology (CPT) billing codes for accuracy verifying completeness.

 

Check accuracy of figures, calculations and posting pertaining to financial transactions.

Operate AWARE database to input financial authorizations; adjust financial authorizations by debiting, crediting and totaling accounts using AWARE software.

 

Review budgets to ensure adequate availability of funding. Print financial reports weekly.

 

Contact vendors to obtain signed authorizations, proper medical documentation, and invoices to meet DSB billing requirements; should communicate with vendors and other customers to provide information regarding status of accounts or other related transactions.

 

Enter application information and case narratives as dictated by counselor.

 

Prepare forms, correspondence, reports, and other documents utilizing appropriate software.

 

On the first day of every month, print timeline reports including Application Status 60-day Eligibility expiration report; Eligible Status cases approaching 90-day time limit to complete the initial IPE; Employed Status cases including the date entered into status; 90-day narrative report; annual reviews that are due report.

 

Case File Management:

 

Maintain manual and computerized files, strict adherence to the Case Service Record Filing Procedures. 

 

File client data material in case record on a weekly basis; perform timely destruction of confidential material and other records, in compliance with departmental policy. 

 

Keep a current listing of transition contacts and with the Vocational Rehabilitation Counselor (YRC) direction, send out transition related materials in at least September and February or as assigned. 

 

Create contact letters to consumers to update case file manage1nent (job contact letters; job fair information; consumer contacts who have not participated in 90 days; student contact letters to update grades, class schedules, Pell grant information, etc.)

 

 

General Office Support:

 

The Administrative Specialist II has primary responsibility as receptionist for their DSB local office; the Administrative Specialist II may be responsible for scheduled relief of the DSB receptionist; obtain information and direct calls to appropriate party; greet visitors, copy and collate materials for distribution; assist with meeting arrangements upon request; serve as mentor to a new Administrative Specialist II upon Administration request. 

 

In the absence of a YRC, the Administrative Specialist II will assist consumer with completing applications and/or paperwork as needed. 

 

Upon request, make appointments and travel arrangements; maintain calendar for staff. 

 

Assist and participate in public relations events to promote outreach, employment, and disability awareness. 

 

Assist with coordination and maintenance of State vehicles. 

 

Inputting State vehicle reservations as requested and maintain State vehicle travel log by entering the employee's name, date reserved and destination.

 

Provide the gas receipts immediately after the last day of the month to designated personnel.

 

Transport visually impaired employees and consumers as required.

 

Will record and maintain office minutes within directive.

 

Will participate with caseload.

 

Caseload Management with Oversight:

Provides direct caseload management with the direction of the YRC or in the absence of the assigned YRC with the direction of the supervisor.

1). Monitor the incoming invoices and authorizations, contact vendors to ensure information is received and correct for payment, (submit to the supervisor for final payment approval in the absence of the YRC).

2) Alert YRC (or supervisor in the absence of the YRC) to clients approaching the 60-day eligibility expiration; clients requiring amended IPEs; Employed Status reports. Responsible for inputting authorizations, authorization narratives, other contact narratives into AWARE at the YRC or Supervisor's direction. Complies with all applicable federal, state and agency policies, procedures, and time frames.

 

Perform other duties as assigned.

Position Information

Class Code: C073C

Grade: GS03

FLSA Status: NON-EXEMPT

Salary Range: $26,034.00 - $37,749.00

Summary

The Administrative Specialist II is responsible for researching and preparing special reports, examining and verifying documents, and performing general office duties. This position is governed by state and federal laws and agency/institution policy.

Functions

Researches various data storage and/or computer records to obtain information and compiles data for reports. Composes and types routine correspondence and form letters, maintains activity logs and/or financial ledgers, and submits reports to supervisor. Reviews documents including applications, forms, vouchers, records, and reports for accuracy, completeness, and compliance with laws and regulations, makes necessary corrections, and assigns file numbers. Provides information, assistance, and clarification to interested parties concerning agency/institution policies and procedures. Assists in developing or revising agency/institution policies, procedures, and directives based on research findings and compiles financial information used to formulate budget proposals and monitor expenditures. Performs other duties as assigned.

Dimensions

None

Knowledge, Skills and Abilities

Knowledge of record keeping procedures. Knowledge of the principles and practices of mathematics and statistics. Knowledge of work-related subject area. Knowledge of computers and software applications. Ability to conduct research and compile data into report form. Ability to establish and maintain filing systems. Ability to operate standard office equipment. Ability to analyze documents to determine compliance with rules, regulations, and procedures. Ability to communicate both orally and in writing.

Minimum Qualifications

The formal education equivalent of a high school diploma; plus three years of experience in a specialized or related area applicable to work performed.  Additional requirements determined by the agency for recruiting purposes require review and approval by the Office of Personnel Management. OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.

Licenses

None


Nearest Major Market: Fayetteville