Administrative Support Specialist

West Saint Paul, MN
Full Time
Entry Level
Administrative Support Specialist

Job Type: Full Time

Schedule:  Monday-Friday, 8:30 AM - 5:00 PM

Reports To: Director of Services

Location: Hybrid/Primarily Remote
Department: Operations

Pay Range: $22.00-$29.00/Hour 

 

Position Overview

The Administrative Support Specialist supports the daily operations of BrightPath’s 245D Division by providing high-level administrative, clerical, and data management support. This position ensures smooth coordination between program leadership, caregivers, clients, and external partners across multiple service lines including Community Residential Services (CRS), Child Family Residential Services (CFRS), Unit-Based Services (UBS), 24-Hour Emergency Assistance (EA), and Crisis Respite.

The ideal candidate is highly organized, detail-oriented, and proactive—someone who enjoys creating order, maintaining accuracy, and helping teams stay compliant and efficient.

Job Responsibilities

Administrative & Clerical Support

  • Provide direct administrative support to Division Directors and program leadership, including scheduling, documentation, and internal communications.
  • Answer and route phone calls, emails, and client or staff inquiries in a professional and timely manner.
  • Prepare agendas, take meeting minutes, and track follow-up actions for team meetings.
  • Welcome visitors and staff in a professional, courteous manner and assist with general office operations.
  • Maintain office organization, mail, and filing.

New Hire Onboarding & Employee Systems Management

  • Coordinate and assist with new employee onboarding in partnership with HR and program leadership.
  • Set up and manage employee accounts across organizational platforms such as Divvy (expense management), CentrallyHR (HRIS), When I Work (scheduling), Therap (EMR), and other internal systems.
  • Provide system access support, password resets, and account troubleshooting for new and existing staff.
  • Prepare and distribute onboarding materials, track completion of new hire documentation, and schedule required trainings.
  • Support staff with navigating administrative systems during their first weeks of employment.

Documentation, Compliance & Audit Support

  • In partnership with Quality Assurance (QA), conduct recurring reviews of client and employee documentation to ensure accuracy, completeness, and timeliness.
  • Maintain organized and compliant records in accordance with DHS and 245D documentation standards.
  • Audit data accuracy and attendance records to identify trends, gaps, or inconsistencies requiring corrective action.
  • Assist with data entry and documentation updates to maintain compliance across all programs and systems.
  • Support internal documentation audits and prepare materials for external licensing visits, audits, and compliance reviews.
  • Contribute to the development of corrective action plans, data summaries, and compliance reports for program leadership.
  • Maintain strict confidentiality and safeguard client and employee information in compliance with HIPAA and BrightPath privacy policies.

Scheduling, Billing & Payroll Support

  • Assist in creating and maintaining caregiver and program schedules based on staff availability and client needs.
  • Communicate schedule updates and changes promptly to staff and management.
  • Support billing and payroll processes by reviewing and verifying timesheets and documentation under direction of the Division Directors.

Financial & Supply Management

  • Track and monitor departmental budgets, expenses, and supply orders for each program site.
  • Process purchase requests, manage inventory, and ensure cost-effective ordering and timely delivery of materials.
  • Generate monthly budget and expenditure reports for management review and identify trends or discrepancies.

Data Systems & Reporting

  • Serve as the primary administrator for the agency’s Electronic Medical Record (EMR) and related data systems (e.g., Therap).
  • Conduct regular data accuracy checks and resolve documentation or reporting discrepancies.
  • Maintain accurate client files and staff profiles across systems to ensure compliance and data integrity.
  • Train staff or managers as needed on system navigation, reporting functions, and data entry standards.
  • Create, export, and distribute reports on documentation completion, billing, and service delivery metrics.
  • Support performance and quality assurance reviews by summarizing data and identifying areas for improvement.

Cross-Department Collaboration

  • Coordinate with HR, Training, Finance, and Compliance teams to ensure seamless operational workflows.
  • Assist management with special projects, events, and departmental initiatives as assigned.
  • Support process improvements to increase efficiency and consistency across all programs.
  • Onboard new hires - set up Divvy and Therap
  • Daily and weekly documentation reports in Divvy
  • Pull reports and reporting out. Supply management at sites. Budget oversight. Admin clerical tasks.
  • Support Directors and Lisa.

Qualifications

  • High School diploma or GED.
  • 245D services knowledge.
  • Maintaining confidentiality. 
  • Adherence to following policies regarding HIPPA, PHI, and the handling of all other confidential information.
  • Experience with an EMR system is required; Therap is preferred.
  • Organized and able to independently meet deadlines.
  • Demonstration of strong administrative skills.
  • Manage and effectively meet competing deadlines.
  • Prioritizing skills required.
  • Some in person work is occasionally required. 
  • Ability to attend staff meetings or help the leader.

Core Values Requirement:

Passion for the mission of BrightPath and role modelling consistent demonstration of the values we represent: 

  • Serving Others
  • Collaborative
  • Continuous Improvement Mindset
  • Resilient 
  • Ambitious 
  • Curious

Working Conditions:

  • Frequent use of standard office equipment.
  • Ability to sit for long periods, with occasional lifting up to 10 pounds.
  • Availability after-hours for emergencies.
 

Company Overview:

BrightPath was established to enable the freedom to pursue joy by providing quality residential services for individuals with disabilities. We emphasize the benefit of self-determination so that each individual will have maximum opportunities to exercise choices to guide them on the path to maximum independence through embracing, supporting and honoring each person’s individuality in a setting that is integrated in the community. 

 

BrightPath LLC is an Equal Opportunity Employer


 

BrightPath is an equal opportunity employer committed to fostering an inclusive and diverse workforce. We provide a positive and supportive work environment that encourages professional growth and development. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. Join us and be part of a team that makes a meaningful difference in the lives of individuals with disabilities.

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