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CSS LTSS-Certified Peer Specialist Administrative Assistant

Inglis enables people with disabilities – and those who care for them – to achieve their goals and live life to the fullest.  It is essential that all duties are performed with the highest level of integrity, while supporting Inglis Values and Standards of Excellence, ensuring the achievement of competencies and compliance with regulatory agencies.

The Community Support Services CPS Administrative Assistant has the primary responsibility to provide administrative support tasks which provide direct support to the Director of Community Support Services and the LCPS team.  He/she plans, develops systems, processes and procedures to improve the operating quality and efficiency of the HR & LCPS program.  Duties are performed to ensure compliance with regulatory agencies.  All essential job responsibilities will be executed in accordance with Inglis Administrative policies, ethics and guidelines.  

This job description is intended to describe the general nature and level of work being performed by the person assigned to this position. The primary duties and responsibilities are intended to describe those functions that are essential to the performance of this job. This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. There are other duties and responsibilities that are considered incidental or secondary to the overall purpose of this job. Employees holding this position will be required to perform any other job-related duties as requested by management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

Essential Functions, Qualifications & Skills:

  • Responsible for front-end billing functions associated with the weekly/monthly billing of LCPS services rendered, and ensures the accuracy of electronic billing and administrative data for the LCPS program
  • Partners with CSS Director in the review and implementation of policies and procedures, safety programming and disaster preparedness
  • Assists in managing grant/funder deliverables and ensuring the implementation of a comprehensive tracking methodology
  • Prepares and compiles reports as needed
  • Monitors inventory and ensures ordering of parts/supplies as needed
  • Report areas in need of repair and maintenance
  • Ensure timely processing of requests for information (i.e. subpoenas) and workers compensation information in conjunction with HR
  • Support Safety program initiatives including risk assessment mitigation 
  • Support training and education, including new hire orientation, annual required training, and online completion of trainings.
  • Coordinate departmental and transportation schedules; develop office procedures and systems to ensure smooth operations of department. Could include coordinating schedules of staff and individuals receiving services and liaising with 3rd party transportation companies.  
  • Partners with CSS Director to support internal and external auditing, including review, preparedness, active audits, and action plans.   
  • Support other CSS programs with administrative support if/when needed and directed by the CSS Director

Person-Centered: 

  • Champion for culture change and supportive leadership.
  • Demonstrates politeness and respectfulness and evidences the self-awareness of the effect of their behavior on others. 
  • Demonstrates respect for diversity.
  • Is approachable & easy to talk with; puts forth an extra effort to make people at ease; is patient & builds a rapport with customers and is a good listener.
  • Is valued as a team player has the trust & support of peers & promotes collaboration within the department.

People & Team Leadership:

  • Demonstrates Inglis people and leadership values and behaviors
  • Demonstrates the ability to follow-up on schedules, set priorities and achieve deadlines
  • Demonstrates the Inglis Code of Conduct and builds trusted partnerships throughout the Inglis organization.
  • Establishes and maintains effective relationships by gaining trust and respect.
  • Is approachable and easy to talk with; puts forth an extra effort to make people at ease; is patience and builds rapport with customers and is a good listener.
  • A team player and has the trust and support of peers.
  • Promotes collaboration within the department

Technology: 

  • Actively engages in the use of computer systems and technology to enhance the day-to-day flow of information i.e. responding to email messages in a timely fashion and using Outlook to manage meetings. 
  • Demonstrates the ability to document in an electronic health record
  • Understands common computer terminology and fundamentals of computers
  • Network account login, Basic Windows skills
  • Parts of the Windows desktop
  • Use the mouse; move and resize windows
  • File management, open, view and print files
  • Save files, dating, and basic version control
  • When and why to store files in Desktop (C:\ drive), OneDrive, and Shared folders

Role Competencies:

Time Management:

  • Proficient in organization and managing time in a way to meet productivity standards and work independently in the community.

Builds Networks:  

  • Builds strong formal and informal networks, particularly within the community as they relate to the supports and services that may be needed by individuals.
  • Maintains relationships across a variety of functions and locations and draws upon multiple relationships to exchange ideas, resources, and know how.  

Problem Solving/Analysis:

  • Considers multiple sides of an issue and proactively researches available information before making informed recommendations.
  • Recognizes issues, and determines actions needed to advance the decision-making process. Follows up as necessary.

Communications:

  • Ability to consistently share ideas, recommendations, feedback, and requests effectively and respectfully.
  • Listening Skills:
    • Understands that the most important aspect of communication is the act of listening and actively works to improve those skills.
  • Oral Skills:

    • Speaks with confidence using clear, concise sentences and is easily understood.
  • Written Skills:

    • Produces well thought-out, professional correspondence free of grammatical and spelling errors.
  • Telephone/Email:

    • Uses high quality, professional oral and written skills (as described above) to project a positive image of the Business.

Required Education & Work Experience:

  • Bachelor’s degree in human service, or a related field.
  • Minimum of three (3) years relevant experience, or the equivalent in prior experience working with persons with physical disabilities and behavioral health challenges.
  • Knowledge of Community Behavioral Health (CBH), Office of Mental Health and Substance Abuse Services (OMHSAS) Department of Human Services Office of Long-Term Living (OLTL) and Department of Aging Services and Supports Waivers preferred.
  • Knowledge of licensing, auditing, and accreditation processes preferred. 
  • Excellent communication skills (written and oral).
  • Strong organizational skills. 
  • Demonstrates ability to understand, interpret and uphold Inglis policies.
  • Demonstrates ability to interface and communicate effectively with direct reports, leaders and all other function in the organization.

About Inglis:

Founded in 1877, Inglis' Mission is to enable people with disabilities - and those who care for them - to achieve their goals and live life to the fullest Inglis House is a specialized, skilled nursing, long-term care community-based in Philadelphia, PA.  

Inglis House is a Person-Centered Care community specializing in services for 252 adults (mostly younger - average age is 46) with severe neurodegenerative physical disabilities resulting in paraplegia and quadriplegia.  Inglis' Person-Centered Care vision is to strive every day to create a homelike environment where residents and staff work together with autonomy and a deep sense of community. 

Along with providing medical and personal care, a key aspect of the mission of serving younger adults is recognizing that they typically have a wider range of needs than a geriatric nursing home resident. Younger adults, whether congenitally disabled or disabled later in life, struggle to achieve goals that give a sense of autonomy, mastery, and creativity.  Inglis House provides a range of medical, personal and enrichment services that enable residents to live life to the fullest. Our Adapted Technology program is nationally recognized - and can get anyone online. Inglis is one of only a handful of organizations in the country designated a “Center of Excellence in Long-term MS Care” by the National Multiple Sclerosis Society and is one of only eight residential facilities throughout the United States offering such highly specialized, long-term care for people with physical disabilities.

Inglis also supports nearly 1000 people living independently in the community through resources including care management (helping people navigate the healthcare system), an innovative day program, Adapted Technology and community employment services.  

Inglis is the largest private provider of affordable, accessible housing in the Greater Philadelphia region with nearly 350 units, including 80 units opened at Inglis Gardens at Belmont in 2016 and 44 new units at Pennypack Crossing, developed with Conifer, opened November 2017 and more in development.

Inglis welcomes great people without regard to disability, race, religion, age, gender, sexual orientation, national origin, military service, marital status, or any other characteristics, as protected by law.  We encourage all people with disabilities, protected veterans and the long-term unemployed to apply.  Please send resume to Inglis, Attn: Xavier Johnson, Human Resources, 2600 Belmont Avenue, Philadelphia, PA 19131, via fax: 215-878-3082 or via email to careers@inglis.org   EOE, M/F/D/V