SPECIAL SERVICE FOR GROUPS

Job Announcement

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Title: Policies, Procedures & Document Specialist Division: HOPICS

FLSA: Non-Exempt Supervisor: Quality Assurance Manager Pay Range: $23.00 - $28.00 Hourly Revised: 4/28/2022

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Summary

Under the direction of Quality Assurance Manager, the Procedures & Document Specialist, will be responsible for the creation of, maintenance and revising policies, procedures and documents for the agency. They will work collaboratively with the Contract Compliance Specialist to create a centralized library where all policies, procedures, agency and funder documents are forms are stored.

Essential Functions

• S/he/they will work collaboratively with internal and external stakeholders to ensure standard agency forms are created and implemented.
• Coordinate review legal documents and provide feedback/suggestions/input.
• Create, revise, and update mandatory agency and programmatic consents and forms.
• Work closely with agency attorneys in crafting agreements and finalizing agency client forms.
• Develop and/or update policies and procedures both agency-wide and programs
• Develop and/or update documents in English and Spanish
• Work collaboratively with the Community Engagement and Social Impact manager to design and standardize all program and agency material (agency/program forms, letter stationary, brochures, binders,etc)
• Work collaboratively with the Training Department to incorporate and facilitate staff trainings.  Create and maintain centralized library for program forms and documents
• Work collaboratively with all stakeholders and communicate progress to all parties in a timely manner.
• Work collaboratively and in conjunction with SSG Human Resources and Fiscal departments are updated with all contract required forms, documents, policies and procedures per funder instructions.
• Implement systems and process for quality assurance measures.
• Review weekly reports for all requests for maintenance to ensure requests are followed up in a timely manner.
• Follow and implement HOPICS and SSG’s policies
• Work in conjunction and collaboration with program directors and managers
• Prepare project reports in accordance with funding requirements; maintain files/records on client services in compliance with HIPAA, 42 CFR Part 2 and other funding requirements for auditing purposes.
• S/he/they will assist in trainings and provide support to necessary staff, providers, and other project partners participating in project.
• S/he/they will participate in all mandatory program and division meetings and training, as assigned by his/her supervisor and division director.
• Prepare reports in accordance with program requirements and Division policies.
• Maintain appropriate boundaries; and adhere to SSG’s Code of Ethics and HOPICS’ Core Values.
• Represent the Agency in a professional manner at meetings and community events.
• Regular attendance required
• Professional dress attire

Secondary Functions

Perform other duties as assigned by their immediate supervisor.

Supervisory Responsibilities

None

Minimum Qualifications - Knowledge, Skills and Abilities Required

B.A and at least three (3) years of experience translating documents into Spanish. Pass language assessment test at bilingual proficiency (read/write and speak Spanish). If in recovery, a minimum of three (3) years of being drug and alcohol free is required. High Proficiency in professional business writing, Microsoft Word, Excel, Access and other database programs. Accurate and concise documentation. Neat and professional appearance. Attention to detail and punctuality required.

MANDATORY Qualifications:

Ability to work with clients from diverse cultural, ethnic, and socio-economic backgrounds. Ability to communicate effectively, both written and orally. Valid California Driver’s License and proof of insurance is required. Verification of Employment Eligibility and Background Check is required. Proof of COVID-19 Full Vaccination. TB test required (Note: Results may not be more than (3) months prior to or (7) days after date of hire and renewed annually thereafter.) CPR and First Aid certification required within 30 days of employment with company.

Mandatory Covid19 Vaccination Requirement

• COVID-19 Vaccination Required: All staff is required to be fully COVID-19 vaccinated and to submit vaccination records to the HR Department during new hire orientation.
• Fully COVID-19 vaccinated (2 weeks from last vaccination dose to be considered fully vaccinated)
• Maintain and uphold Agency mission statement, values, policies, procedures, and principles

Environmental Conditions (Working Conditions)

May be exposed to highly aggressive clients: must communicate with many sources including public paying agencies, courts and outside community agencies. Local automobile travel is required. Some evenings and weekends may be required. Sometimes noisy, loud and disruptive clients.

Physical Requirements

• The Policies, Procedures and Document Specialist typically spends time sitting, standing, walking, driving, carrying (max. 25 lbs), listening, speaking, typing.

Mental Requirements

• This position will require the individual to be able to handle any/all of the following: constant distractions, interruptions, uncontrollable changes in priorities/work schedules: be able to process information, think and conceptualize.

Special Service for Groups is an Equal Opportunity/Affirmative Action Employer

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