Service & Support Administrator
Department: Service and Support Administration
Reports to: Manager of Service & Support Administration
Hours of Work: Monday-Friday (typically 8 am-4 pm)
Status: Full Time/Non-Exempt/Hourly
Classification: Classified
Pay based on experience, starting at $22.42/hour.
Medical, Dental, Vision, & Life Insurance
Paid Holidays/Vacation
Minimum of a bachelor’s degree in social work, social administration, counseling, or related area
POSITION SUMMARY:
The SSA serves as the primary and single point of coordination of services for people with developmental disabilities per OAC 5123:2-1-11. The SSA helps people on an assigned caseload and their team members identify and receive services and programs needed for a safe and healthy lifestyle. Through assessments and the use of person-centered planning, the SSA will guide the development of the annual plan that addresses a). Rights b). Self Determination c). Physical well-being d). Emotional well-being e). Material well-being f). Personal development g). Interpersonal relationships h) Social inclusion
The SSA will coordinate services with providers, other agencies, and natural supports to assist people. The SSA does not provide direct service to the person supported. The SSA’s efforts both with and on behalf of the person supported are intended to ensure health and safety and provide advocacy by providing outstanding customer service.
EDUCATION/QUALIFICATIONS/LICENSE/CERTIFICATION (S) REQUIRED:
A minimum of a bachelor’s degree in social work, social administration, counseling, disabilities studies, or related area.
Prefer a minimum of one year’s experience in service and support administration or case management services through a County Board of DD or experience working with individuals with developmental disabilities. Have or be capable of obtaining HCBDD issues Service and Support Administration Certification.
Must successfully pass and maintain pre-employment requirements of State and/or Federal Criminal Background Check; ARC’s Registry check and an employment physical, including drug testing.
Must maintain a valid Ohio driver’s license with a record that is acceptable by the agency’s insurance carrier.
DUTIES/RESPONSIBILITIES:
Service Planning & Monitoring:
Demonstrates knowledge and understanding of OAC 5123:2-1-11 (SSA Rule) through the implementation of person-centered planning for Individual Service Plans
Meets personally with new people assigned to their caseload no later than 30 days from assignment.
Performs assessments to determine a person’s need for services; completes annual reviews of these assessments.
Uses person-centered planning to develop an annual Person-Centered Plan (PCP).
Facilitates the team meeting for the PCP, along with meetings for assessments, guidelines for monitoring, and other discovery and services as determined by the monitoring frequency guideline and the team with each person receiving residential services funded through a Medicaid Waiver or Supported Living.
Assists the Director in handling fiscal functions, e.g. purchase orders, payment of bills, etc.
Ensures ISP meets all deadlines:
Begin at least 90 days and no less than the span start date.
Provide ISP to providers 15 days before the span start date.
Completes the Service Monitoring tool 1-3 times annually with each receiving residential services funded through a Medicaid Waiver or Supported Living (Monitoring frequency will be determined by the team).
Provides informal monitoring through regular visits in the home, on the job, in day services, or other settings as needed.
Completes waiver paperwork and redeterminations by required deadlines.
Facilitates team meetings to address issues as they arise.
Ensures that all restrictive measures are reviewed at least in conjunction with individual plan updates and plans that incorporate restrictive measures and/or rights restrictions are approved through the Human Rights Committee. Facilitates a review of the restrictive measure and/or rights restriction with the team at least every 90 days and submits a summary of the meeting to the Human Rights Committee for review.
Advocates for the individual to protect rights, responsibilities, and interests.
Communication
Presents written and verbal communication professionally and productively to achieve the necessary results.
Holds regular face-to-face meetings with all individuals served.
Uses open, straight-forward communication to resolve conflict.
Communicates regularly with individuals, families/guardians, providers, and those supporting the individuals regularly.
Responds to telephone messages no later than 48 hours.
Responds to emails no later than 24 hours.
Advises Administrative Assistant of whereabouts through Outlook Calendar AND verbal notice.
Communicates regularly with SSA Manager and/or SSA Director regarding caseload situations and critical issues.
Communicates regularly with Medicaid Specialists regarding budgets, ranges, and other funding issues.
Participates in public awareness activities to promote awareness of Service and Support Administration and BVC.
Attends SSA staff meetings as scheduled. Other meetings should be scheduled at alternate times.
Develop and maintain relationships with community agencies and other resources.
Documentation & Productivity
Documents all activity through clear, concise case notes. Case notes should tell a story about the individual served. Case notes should follow guidelines set by CMS for TCM. SSA should case notes on allowable, non-allowable, and non-reimbursable activities.
Records a minimum of 18 units of TCM daily.
Completes TCM entries no less than weekly; monthly TCM is submitted by the 5th of the following month.
Demonstrates effective time management as demonstrated by monthly productivity.
Maintains accurate and complete information for individuals in the IDS and HCBDD database.
Maintains paper and electronic records as required.
Maintains confidentiality and follows HIPAA regulations.
Budgeting
Demonstrates knowledge and understanding of OAC 5123:2-9-01(Waiver Rule) and other rules related to HCBS waiver enrollment and administration.
Demonstrates an understanding of a cost projection tool.
Prepares waiver budget, including staffing ratios, that falls within the individual’s allowable range. Budget and staffing should allow sufficient funding for emergencies without resulting in a prior authorization situation.
Communicates the difference between needs and wants to the individual and the team.
Present waiver budget requests at weekly waiver meetings.
Free Choice of Provider
Demonstrates knowledge and understanding of OAC 5123:2-9-11(FCOP Rule).
Offers objective information on providers from the DODD website to individuals.
Assists with preparing the individual’s profile for a Request for Provider.
Arrange interviews with providers interested in serving an individual; assist with interview questions; assist during the interview if requested by the individual.
Critical Issues
Demonstrates knowledge and understanding of OAC 5123:2-2-06 (Behavior Support Rule)
Identifies and monitors risks to health, safety, welfare, and potential legal sanction
Develops, implements, and evaluates behavior support strategies as a part of person-centered planning
Presents restrictive behavior strategies to the Human Rights Committee for review
Proactively coordinates community supports for people to address their needs and minimize critical issues.
Identifies and monitors critical issues for possible emergency funding; presents budget and justification when an emergency waiver is needed.
Contributes to problem-solving for situations that arise with individuals on caseload through sound decision-making.
UI/MUI
Demonstrates knowledge and understanding of OAC 5123:2-17-02 (UI/MUI Rule).
Addresses MUIs and UIs to ensure health, safety, and continuous quality improvement.
Monitors Major Unusual Incidents and Unusual Incident Reports for trends and patterns and amends ISP as needed.
Reports UIs/MUIs to the MUI Contact, or Investigative Agent when on call, as needed.
Develops/implement plans of prevention based on findings and reviews of MUI’s from the investigative agent and ensure it is included in the Individual Plan or Individual Education Plan (IEP.)
General Responsibilities
Maintain professional certification by attending professional development trainings; renew professional certification by the required deadline.
Effectively facilitates meetings as demonstrated by the use of an agenda and recording of minutes.
Maintains Outlook daily calendar; must include times, locations, and travel time.
Serves as the on-call SSA on a rotating basis.
Accepts additional responsibilities that contribute to the success of the department and BVC.
Maintains professional boundaries with individuals, families/guardians, and providers.
Performs other duties and projects as assigned.
Works as a team member to ensure coordinated, effective relations between the HCBDD staff, persons supported, family members, providers, departments, and all other related stakeholders.
Provides exemplary customer service through courteous, responsive interactions with county board staff, providers, persons supported, and their families.
Adheres to HCBDD policies/procedures.
The foregoing is not intended to represent an exclusive listing of job duties and work characteristics included within the position. Other duties and work characteristics may be required to meet the Board’s operational and program activities.
REQUIRED KNOWLEDGE, SKILLS & ABILITIES: Any combination of education and experience.
Knowledge of: The Rights of a person with a developmental disability; DODD Rules and Systems; the HCBDD policies and procedures
Skills in: Excellent communication skills; Computer proficiency to include use of basic software applications (Work, Excel, etc.)
Ability to: organize, prioritize, work independently, and be self-directed; establish and maintain a positive rapport with persons supported, families, providers, staff, and employers/organizations in the local community; maintain confidentiality; commitment to BVC and the HCBDD Mission, vision and values; lift up to 50 pounds; bending and lifting /sit/stand/walk for lengthy periods of time.
The deadline to apply is February 26, 2025.