Administrative Assistant (Compliance and Quality Advancement)

Job Locations US-NY-Rochester and surrounding areas
Job ID


The administrative assistant to Compliance and Quality Advancement is responsible for assisting:

  1. The Vice President of Corporate Compliance and Risk Management as they provide direction and oversight for the Agency’s corporate governance, compliance programs, policies, and practices with applicable Federal, State and Local laws and regulations.
  2. The Vice President of Quality Advancement relative to quality service delivery and supports.
  3. To support the mission, vision and values of Heritage Christian Services, Inc.

Pay rate for this position:  $ 19.36 - $22.59 / hour


The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above range represents the organization's good faith and reasonable estimate of the range of possible compensation at the time of posting



Corporate Compliance and Risk Management Duties:

  • Assist in Managing the Excluded Provider Monitoring Program
  • Carry out monitoring reviews as assigned, providing detailed reports in a timely manner
  • Provide compliance support to the Agency’s program leaders and Corporate business in response to inquiries
  • Collaborate and work with other members of the team to ensure all required records and compliance registers are maintained and in an accurate and timely manner including database logging of compliance matters
  • Liaison with colleagues across internal governance and controls, compliance and audit functions where required
  • Assist in producing objective, timely and well-presented monitoring reports and gain approval for distribution to Senior Management and Directors
  • The role includes the responsibility for assisting in the monitoring and reporting on the effectiveness of the Agency’s internal policies and procedures ensuring compliance
  • Assist with contract management and compliance oversight
  • Performs routine compliance tasks concerning documentation and reporting
  • Maintain compliance review files to include follow-up of all items required by regulators for audit purposes

Quality Advancement Duties:

Human Rights Committee (HRC)

  • Completes data entry of all HRC plans/information into HCS database on an ongoing basis, including adding/creating new “plan”/medication.
  • Distribution of any plans to committee members (i.e. when a new plan is requested for emergency approval).
  • Identifies and sends out electronic requests of the plans/meds and follow up required for review each month. Sends HRC requests to the appropriate parties for the following month by the following Monday. Running report by program site in HRC database to identified plans/meds/follow up not yet submitted for the month (manager, BIS, nurse) sending out notifications via email.
  • Organizes all of the information for committee review each meeting.
  • Verify that plans/meds are reviewed as required (verifies that requests/responses are received) and follows up with appropriate party as needed. Supports HRC chair to identify gaps in information submitted/follows up with team members;
  • Distributes signed plans/med approval forms to appropriate party (saved in shared T drive folder).
  • Monitors requested information is submitted in a timely manner/that all info has been received, checking on what has not been submitted at least 3 business days prior.
  • Uploads approved/current, signed “plans”/med approval forms into the HRC database.
  • Archives old or previous/discontinued “plans”/medication approval forms.


Incidents/Incident Review Committee (IRC)

  • Enters 147’s into HCS database as well as OPWDD Incident Report and Management Application (IRMA) database, as requested/needed.
  • Assists IRC chair in preparing IRC meeting minutes each month.
  • Completes redaction for incidents when requested.
  • Proof reads and formats meeting minutes.
  • Sends a copy of monthly IRC minutes to IRC Chair and Executive Director for review/approval.
  • Sends copy of approved IRC minutes to Committee and OPWDD’s IMU (uploads into OPWDD IRMA database).
  • Completes and forwards reports to OPWDD’s Incident Management Unit office as requested/needed.
  • Assist’s IRC chair in Semi Annual Trend meeting(s)/report on an ongoing basis.
  • Distributes IRC recommendations.
  • Files completed investigations (with attached IRC meeting minutes/completed recommendations)
  • Assists in other incident related activities as requested.



  • Reviews and enters Restrictive Application Interventions (RIA) into IRMA.
  • Assist in creation of standard QA Work.
  • Filing and maintain all confidential/QA documents and assists with storing documentation off site at Iron Mountain (labeled boxes, maintaining tracking/record).
  • LincDoc: maintains/updates caseloads/assignments; complies full site protocol data and sends to OPWDD on a quarterly basis.


  • Proficient with Microsoft Word, Excel, Outlook and experience with relational databases.
  • Excellent organization skills, ability to manage several projects simultaneously
  • Outstanding communication and public speaking skills
  • AS in business administration or related field, BA/BS preferred
  • 2-3 years experience in an administrative role required

Our Commitment to Equity and Justice


We believe that people are entitled to dignity, respect, equity and justice. We champion a society that removes barriers. We reject racism and discrimination of any kind. We protest systemic and political inequities that marginalize people, recognizing that there is a history of structural racism in the United States. We will continue to learn and change to achieve justice. We know that strength comes from unity.


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