ADMINISTRATIVE SPECIALIST II Date: Jan 31, 2025 Req ID: 46812 Location: Little Rock, AR, US, 72209 Category: ADWS - REHABILITATION SERVICES Anticipated Starting Salary: $32,405.00 Position Summary The Administrative Specialist II will function as the Rehabilitation Assistant and will provide caseload support to the Counselors, by relieving them of para-professional, non-counseling duties to improve long-term employment outcomes for consumers. The Rehabilitation Assistant will be 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 policy. Key Business Processes/Duties + Prepare authorizations for payment within the same day of receiving written notification from the counselor to authorize services in AWARE. + Review authorizations for accuracy, including ensuring the correct Current Procedural Terminology (CPT) billing code is on them. + Check the accuracy of figures, calculations, and postings pertaining to financial transactions. + Operate the AWARE database to input and adjust financial authorizations by debiting, crediting, and totaling accounts using the AWARE software. + Review budgets to ensure adequate available funding. + Print financial reports weekly and provide them to the Vocational Rehabilitation Counselor and Area Manager. + Contact vendors to obtain signed authorizations, proper medical documentation, and invoices to meet DSB billing requirements. + Communicate with vendors and other customers to provide information regarding the status of accounts or other related transactions. + Enter application information case narratives as dictated by a counselor. + Prepare forms, correspondence, reports, and other documents utilizing appropriate software. + Run Activity Due Report for all caseloads on Monday of each week. + Review all open authorizations and follow up with vendors weekly or as needed for payment. + On the first day of every month, print timeline reports including the Application Status 60-day Eligibility expiration report. + Eligible Status cases approaching the 90-day time limit to complete the initial Individualized Plans for Employment (IPE). + Provide Employed Status cases including the date entered the status. + Provide a 90-day narrative report. + Complete annual reviews. + Maintain manual and computerized files in accordance with strict adherence to the Case Service Record Filing Procedures. + File client date material in case records weekly. + Perform timely destruction of confidential material and other records in compliance with departmental policy. + Under the Transition Counselor's direction, keep a current listing of transition contacts. + Send out transition-related materials in September and February or as assigned. + Create Contact letters to consumers to update case file management including job contact letters, job fair information, consumer contacts who have not participated in 90 days, student contact letters to update grades, class schedules, and PELL grant information, etc. + Send letters to consumers regarding ACB and NFB. + File information in the case file indicating the clients were advised of NFB Newsline, AIRS, and the Library for the Blind. + Substitute for Little Rock Receptionist for DSB local office including obtaining information and directing calls to the appropriate party, greets visitors, copies and collates materials for distribution, assists with meeting arrangements upon request, and serves as a mentor to new Rehabilitation Technicians upon Supervisor’s request. + In the absence of the Vocational Rehabilitation Counselor, will assist the consumer with completing applications and/or other paperwork as needed. + Upon request, make appointments, and travel arrangements with coordination and maintenance of State vehicles. + Input State vehicle reservations as requested and maintain the State Vehicle travel log by entering the employee’s name, date reserved, and destination while in Little Rock. + Provide the Director’s Assistant with gas receipts immediately after the last day of the month. + Transport visually impaired employees and consumers as required. + Record and maintain office minutes upon request. + Participate in caseload staffing. + Provide direct caseload management with the direction of the Vocational Rehabilitation counselor (VRC) in the absence of the assigned VRC with the direction of the supervisor. + Monitor incoming invoices and authorizations. + Contact vendors to ensure information is received and correct for payment. + Submit authorized invoices to the supervisor for final payment approval in the absence of the VRC. + 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. + Responsible for inputting authorizations, authorization narratives, and other contact narratives into AWARE at the VRC Supervisor’s direction. + Complies with all applicable federal, state, and agency policies, procedures, and time frames. + Performs other duties as assigned. Position Information Class Code: C073C Grade: GS03 FLSA Status: NON-EXEMPT Salary Range: $32,405.00 - $51,686.00 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 one year 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:Little Rock