Support Services Specialist

Support Services Specialist

Location: Northern Hills Training Center
Reports to: Director of Residential and Day Services
Employment Type: Full Time

Position Summary

Northern Hills Training Center (NHTC) is seeking a dedicated and experienced Support Services Specialist to provide essential administrative and compliance support across all service delivery programs. This role serves as a central resource for quality assurance, documentation integrity, and operational consistency — working closely with program supervisors and direct support staff to ensure that participant services are delivered in accordance with established standards, individualized service plans, and regulatory requirements.

Key Responsibilities

Documentation System Audits

• Conduct scheduled and unscheduled audits of Therap records across programs to ensure accuracy, timeliness, and compliance.


• Identify documentation errors, gaps, or trends and report findings to program supervisors.


• Track audit results and maintain audit logs for compliance reporting.


• Perform daily checks of program documentation to ensure completion, accuracy, and adherence to agency standards.


• Flag missing or incomplete records and communicate findings to responsible staff and supervisors promptly.


• Review Individual Service Plan (ISP) notes across caseloads to confirm notes are maintained, current, and aligned with participant goals.


• Review and process purchase orders (POs) and participant grocery lists to ensure accuracy, appropriate approvals, and alignment with individual budgets.


• Maintain records of approved POs and flag discrepancies for supervisor review

 Template Development

• Design, update, and maintain standardized forms, checklists, and documentation templates used across programs.


• Collaborate with program leadership to ensure templates reflect current regulatory and agency requirements.

Environmental Audits

• Conduct periodic environmental audits of program sites to assess safety, cleanliness, and regulatory compliance.


• Document findings and work with supervisors to address identified concerns within required timelines.


• Complete DOH required drills, etc.

Front Desk Schedule Management

• Maintain and manage the front desk coverage schedule, ensuring adequate staffing during all operational hours.


• Fill in at the front desk as needed to ensure continuity of service and a welcoming environment for participants, families, and visitors.

Other Administrative Duties

• Provide general administrative support to program operations as needed.


• Maintain confidential records in compliance with agency policies and applicable regulations.


• Participate in staff meetings, training, and quality improvement initiatives.

Qualifications

Education and Experience

• High school diploma or GED required; Associate’s or Bachelor’s degree in human services, Social Work, Healthcare Administration, or related field preferred.


• Minimum of one (1) to two (2) years of experience in a social service, disability services, or related program environment.


• Prior experience with Therap or comparable electronic health record (EHR) systems strongly preferred.


• Familiarity with ISP processes, Fee for service billing, and State Medicaid

 Knowledge, Skills, and Abilities

• Strong organizational skills with the ability to manage multiple tasks and competing priorities.


• High attention to detail and commitment to documentation accuracy and data integrity.


• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); comfort learning new software platforms.


• Effective written and verbal communication skills.


• Ability to work collaboratively with program staff, supervisors, and administrative leadership.


• Demonstrated problem-solving ability and follow-through on assigned action items.


• Knowledge of applicable regulatory and compliance standards relevant to residential or community-based services.

Working Conditions

• Primarily office-based with periodic travel to program sites for audits and environmental reviews.


• Ability to sit for extended periods while performing administrative tasks.


• May require occasional evening or weekend availability to meet compliance deadlines.


• This is a Monday – Friday 8 am to 4 pm position

Compensation & Benefits

• Northern Hills Training Center offers a competitive salary commensurate with experience, along with a comprehensive benefits package that may include health insurance, retirement plan, paid time off, and professional development opportunities.

Northern Hills Training Center is an Equal Opportunity Employer and is committed to building a diverse and inclusive workforce.

Position Closes: 05/20/2026