Harm Reduction Administrative Specialist

The Harm Reduction Administrative Specialist provides critical operational and administrative support to the Project Connects Harm Reduction and Sexual Health programs. This role ensures efficient program operations through strong organizational systems, accurate data management, effective communication, and adherence to program and grant requirements. The Administrative Specialist supports data entry, inventory and purchasing processes, audits, quality improvement initiatives, staff coordination, fleet support, and limited direct service delivery.

• Oversees data entry and reporting for syringe access services and HIV, STI, and Hepatitis C (HCV) testing in alignment with grant requirements and reporting standards.
• Enters, manages, and maintains data across multiple platforms, including internal tracking systems and the health department’s electronic health record (EHR).
• Coordinates the collection, organization, and ongoing maintenance of program records to support audits, compliance monitoring, and quality assurance reviews.
• Maintains and regularly updates program resource lists and community partnership directories to ensure accuracy, accessibility, and relevance.
• Supports EHR documentation compliance, auditing, and billing processes, including insurance verification and eligibility screening. Reviews, verifies, and may edit Electronic Super Bills (ESB) within the EHR to ensure accuracy, and provides billing-related support to program staff.

• Performs weekly inventory assessments across all program sites to ensure adequate supply levels for clinical, outreach, and syringe access services.
• Coordinates ordering and tracking of program supplies, including clinical, outreach, office, and syringe access materials across multiple vendors; evaluates pricing to support cost‑effective purchasing strategies. Vendors include medical suppliers, wholesale distributors, and no‑cost partners such as the state health department.
• Reconciles harm reduction team procurement card (p‑card) purchases and ensures adherence to agency purchasing policies, documentation standards, and audit requirements.

• Supports and participates in quality improvement and quality assurance initiatives.
• Serves as note‑taker for team meetings and assists with internal communications.
• Collaborates with program leadership to support staff training, process improvements, and performance monitoring.
• Uses data to inform continuous improvement efforts and supports streamlined, LEAN operational practices.
• Audits team member training plans and monitors compliance.

• Supports staff scheduling and calendar management related to outreach logistics.
• Assists with fleet coordination, including vehicle tracking, maintenance scheduling, staff training, and service drop‑offs as needed.
• Coordinates onboarding and required training for new staff.
• Assists with monitoring fuel levels, maintaining vehicle readiness, and addressing vehicle concerns reported by team members.

• Provides floating coverage and assists with direct client services as needed.
• Delivers routine harm reduction and sexual health services within program scope, including HIV, HCV, and STI screening; syringe access; and safer‑use outreach.
• Supports individual and group education on HIV/HCV/STI risk reduction, HIV prophylaxis, harm reduction strategies, overdose prevention, and Naloxone use.
• Manages call center and program email responses for the Project Connects team, addressing inquiries from the general public.

• Responds, as required, to support public health emergencies, incidents and events.
• Participates in all exercises and drills on emergency preparedness, as required.
• Completes trainings identified as appropriate for this level employee.

• Travel may be required to any ACHD site or outreach event as needed for efficient program operations. Travel may be determined on the day of work, based on program needs.
• Ability to work evenings and weekends as needed.
• Abilit…