Administrative Assistant

Role:
Administrative Assistant

Location:
Indianapolis, IN 46204-Onsite

Long Term Contract

Payrate: $17.45/hr

DCS Rate Setting keeps files on all active providers. These files need to be created, updated, and maintained. This is a year‑round duty that should be done in preparation of cost report season, Administrative Review, and spatially throughout the year.

This position would also create both hard and soft folders for the cost reports.

• Cost Report, Cost per Day, Personnel, and the Desk Audit Analysis
• Licenses
• Vendor Cost per Day and Personnel Analysis (if applicable)
• Any email correspondence that is pertinent information from the provider, director, licensing department, etc.

• Same information as the hard folders
• Additional info pertaining directly to the cost report (as mentioned in job description)

This position would be the first point of contact when a cost report is submitted to DCS. They will oversee the following:

Once the cost report has been started by the Auditor, issues have been created, and the provider has responded and sent the issues back to DCS, one of the standard questions that the provider must answer is regarding the primary contact person. Verify the name, work email, address, and phone number and log it into Kid Traks.

This process is when a vendor starts a cost report, doesn’t assign a program, and the program becomes caught in purgatory. This is extremely helpful when these reports are deleted while trying to run Public Queries.

As directed by the auditor, roll over “copy” prior year budgeted report to the current year report.

During the desk audit process, the auditor might have a few items the temp person could research to assist. Examples include:

• Grant Research – looking into certain revenue the provider has stated on the cost report.
• RMS Roster List – assist with finding positions participating in the RMS and allocated to Time Study.
• Completing/updating the Time Study FTE Analysis (if directed by auditor).
• Assisting and reviewing job descriptions after gaining experience.
• Research small things like IARCA membership, max Social Security Tax Earnings, travel reimbursement rate, unallowable vs. allowable cost, etc.
• Send provider follow‑up email 3 days after auditor has submitted issues, tracking response in Events Tab in iRate.
• Rate Research – investigate drastic rate changes.

Updated yearly before the Bulletin is sent to providers. Spreadsheet on Rate Setting server for updating privacy of profit vendors.

Checklist of items to verify on the cost report before Q&A. Includes:

• Checking Social Security and Medicare FICA tax rate.
• Ensuring LCPA’s Caseload Ratio Limit updated.
• Verifying provider list in §3.1a CCW, CCWM, CM with T/S FTE Analysis.
• LCPA number of locations updated.
• Matching Salary Tier, revenue, §2.1 salary limit amounts.
• Ensuring descriptions for all other line entries, small equipment purchases, leased & rented equipment.

• High School Diploma (Required)
• Prior experience as admin in a financial or auditor setting (Required, 1 year)
• Experience with Excel for rate research and analysis (Required, 1 year)
• Strong organizational skills (Required)
• Strong communication skills, written & oral (Required)
• Prior experience researching grant information and other financial and rate related data (Highly desired)
• Prior experience with iRate and Kid Tracks for file management and updates (Desired)
• Rate Setting Using a Cost Reporting Method (Desired)

Compensation: $17.45/hr (Long Term Contract)