Department Support Specialist

Summary: The Department Support Specialist provides administrative, operational, billing, and program support to the Intellectual and Developmental Disabilities (IDD) Division. This position assists with the day-to-day functions of the Division by coordinating billing documentation, purchasing, transportation, vehicle maintenance, client records, grants, incident tracking, and other administrative needs. The Department Support Specialist also provides front desk coverage and may assist with direct client training and care within IDD programs as needed.

• Prepare and process Day Program billing and related documentation.
• Provide coverage for the front desk and assist clients, visitors, staff, and others in a professional and courteous manner.
• Process IDD Division receipts, including gas, dining, travel, and other reimbursable expenses.
• Prepare and process credit card requests and enter required information into the appropriate accounting system.
• Coordinate and process orders from Amazon and other approved suppliers and maintain appropriate purchasing documentation.
• Order and maintain supplies for the Division, including copier supplies and other office materials.
• Upload completed Task Analyses and other required Division documents into the electronic health record (EHR).
• Assist with maintaining accurate and timely electronic client records and administrative documentation.
• Coordinate monthly vehicle checks for Division vehicles, including monitoring registrations and tags, scheduling maintenance, and arranging for maintenance or repairs to be completed.
• Coordinate and schedule client transportation as needed.
• Oversee administrative functions related to the Family Support Grant, including promoting the program throughout Westbrook’s service area, processing required documentation, and assisting with program coordination.
• Maintain Division incident tracking and assist leadership with monitoring required follow-up and documentation.
• Conduct monthly audits of client funds and report discrepancies or concerns to appropriate leadership.
• Prepare and distribute annual forms packets to Day Program clients and assist with tracking completion and return of required documents.
• Provide general administrative support, including printing, copying, scanning, uploading, filing, mailing, and document preparation.
• Provide client training, supervision, and/or direct care support within the Employment Program and Day Program when needed and within the employee’s training and scope of responsibility.
• Maintain confidentiality of client, employee, financial, and organizational information in accordance with Westbrook policies and applicable laws and regulations.
• Work collaboratively with program staff, Division leadership, Finance, Facilities, and other departments to support efficient Division operations.
• Maintain flexibility and adapt to changing program needs, priorities, and assignments.

Summary: The Department Support Specialist provides administrative, operational, billing, and program support to the Intellectual and Developmental Disabilities (IDD) Division. This position assists with the day-to-day functions of the Division by coordinating billing documentation, purchasing, transportation, vehicle maintenance, client records, grants, incident tracking, and other administrative needs. The Department Support Specialist also provides front desk coverage and may assist with direct client training and care within IDD programs as needed.

• Prepare and process Day Program billing and related documentation.
• Provide coverage for the front desk and assist clients, visitors, staff, and others in a professional and courteous manner.
• Process IDD Division receipts, including gas,…