ADMINISTRATIVE ANALYST

Position Summary

The Administrative Analyst is responsible for conducting special research studies, analyzing data, preparing statistics, making recommendations based on research findings, and monitoring and coordinating project/program activities. This position is governed by state and federal laws and agency/institution policy.

This position requires on-site employment with no remote or hybrid options available.

Job Responsibilities and Expected Results

Key Business Processes/Duties

1. Prepare authorizations for payment within the same day of receiving written notification from the counselor to authorize services in AWARE. 
2. Review authorizations for accuracy, including ensuring the correct Current Procedural Terminology (CPT) billing code is on them.
3. Check accuracy of figures, calculations and posting pertaining to financial transactions. 
4. Operate AWARE database to input financial authorizations, adjust financial authorizations by debiting, crediting and totaling accounts using AWARE software.
5. Review budgets to ensure adequate availability of funding.
6. Print financial reports weekly and provide to the Counselor and Area Manager.
7. Communicate with vendors and other customers to provide information regarding the status of accounts or other related transactions.
8. Enter application information and case narratives as dictated by counselor. 
9. Prepare forms, correspondence, reports, and other documents utilizing appropriate software.
10. Run Activity Due Report for all caseloads on Monday of each week.
11. Review all open authorizations and follow up with vendors as needed for payment weekly.
12. On the first day of every month, print timeline reports including Application Status 60-day Eligibility expiration report.
13. Eligible Status cases approaching 90-day time limit to complete the initial Individualized Plans for Elderly (IPE).
14. Maintain manual and computerized files in accordance with strict adherence to the Case Service Record Filing Procedures.
15. File client date material in case record on a weekly basis.
16.  Perform timely destruction of confidential material and other records in compliance with departmental policy.
17. Send letters to consumers regarding ACB and NFB. 
18. File information in the case file indicating the clients were advised of NFB Newsline, AIRS, and the Library for the Blind.
19. Substitute for Little Rock Receptionist for DSB local office including obtaining information and directing calls to appropriate party, greet visitors, copy and collate materials for distribution, assist with meeting arrangements upon request, and serve as mentor to new Rehabilitation Technicians upon Supervisor’s request. 
20. In the absence of the Counselor, will assist consumer with completing applications and/or other paperwork as needed.
21.  Upon request, make appointments, and travel arrangements with coordination and maintenance of State vehicles. 
22. Input State vehicle reservations as requested and maintain State Vehicle travel log by entering the employee’s name, date reserved, and destination.
23. Provide the Rehab Program Manager with gas receipts immediately after the last day of the month. 
24. Transport visually impaired employees and consumers as required.
25. Participate in caseload staffing.
26. Provide direct caseload management with the direction of the Vocational Rehabilitation Counselor (VRC) or in the absence of the assigned VRC with the direction of the supervisor.
27. Alert VRC or supervisor in the absence of the VRC to clients approaching the 60-day Eligibility expiration; clients requiring amended IPEs; and Status 22 reports.
28.  Responsible for inputting authorizations, authorization narratives, other contact narratives into AWARE at the VRC of Supervisor’s direction. 
29. Complies with all applicable federal, state, and agency policies, procedures, and time frames.
30. Coordinates assignments from the Area Manager to other staff.
31. Composes, types and produces material as directed.
32. Monitors and maintains assignment log and prompts action for adherence to time frames.
33. Serves as backup to pick up, sort and direct mail per mail directive and routes office mail.
34. Provides support to Area Manager in preparation and during quarterly OIB Committee meetings and regional meetings.
35. Provide technical assistance and information to DSB staff.
36. Prepares the OIB committee meeting minutes, agenda, and maintains the OIB Committee Roster.
37. Performs other duties as assigned.