Virtual assistant – compliance and training officer for a disability services and support organization in the us (home based full time)

• Maintain organized electronic filing systems and records

• Send reminder emails to QIDPs and RNs one day prior to and on the due date of quarterly and court reports for persons supported
• Verify that court and quarterly reports have been emailed to the persons support team and compliance
• Send monthly reminder emails to QIDPs and RNs for quarterly and court reports for persons supported
• Send monthly reminder emails to consultants for clinical quarterly assessment due for persons supported
• Verify and ensure clinical quarterly assessments have been emailed to compliance
• Update staff training dates for Phase III & Phase IV on Paychex platform
• Ensure that all Phase I, III, and IV staff records are current and properly maintained in individual staff folders on SharePoint.
• Ensure all Phase II trainings for persons supported are current and properly maintained in individual persons folder on SharePoint.
• Submit documentation requests to IMC as needed.
• Monitor and track expiration dates for employee personnel documentation and notify respective supervisors of upcoming renewals and expiring documents
• Ensure all staff personnel documentation is updated promptly on the Paychex platform and uploaded into individual staff folders on SharePoint
• Monitor expiration dates for clinicians’ licenses, certifications, and required training, and request updated documentation for upload to SharePoint
• Help ensure forms, policies, and procedures are updated and properly distributed
• Schedule employee trainings, orientations, and refresher courses as needed per DDS
• Send reminder emails to house managers for Keylogs and ensure they are submitted and saved on SharePoint
• Maintain and update training attendance records and completion dates
• Update Staff tracking sheets with new hires, transfers and separation
• Communicate with house Managers and QIDP & RN regarding missing documentation or overdue training deliverables
• Maintain spreadsheets, track completion and outstanding deliverables for all QIDP and RN documentation
• Maintain secure storage and proper management of confidential compliance records and documentation in SharePoint.
• Maintain accuracy of employee data and compliance files
• Support onboarding and offboarding compliance processes
• Perform other administrative duties assigned by the Compliance and Training department as needed

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