Administrative Documentation Assistant

About Us: The Opportunity Club supports adults with intellectual and developmental disabilities (I/DD) in building independence, community connection, and meaningful lives. We are a mission\-driven, growing organization seeking detail\-oriented team members who want their work to make a real impact. What You’ll Do: Review, edit, and finalize monthly \& quarterly progress reports by the 9th of every month Provide clear, constructive feedback to staff on documentation quality and improvements needed to meet the agency standard Distribute and file electronic support documentation and reports for agency clientele in accordance with state regulations Support client intake documentation and annual updates/renewals by creating action plans and risk strategies crafted to meet each clients' individual experience Review client support documents(\~200 pages each), digest pertinent content, and consolidate information in protocols for staff to efficiently implement Maintain organized, audit\-ready digital files by the agency's standard for administrative access Represent the agency by communicating with team members and professional relationships via secure email with the utmost courtesy, compassion, and integrity Complete informative, educational trainings and attend virtual one\-on\-ones with supervisors to regularly discuss successes and areas for growth Submit weekly status updates on completed and ongoing tasks We Want Individuals That Are: Highly organized with strong attention to detail such as grammatical errors, typos, discrepancies, etc. Self\-motivated and work independently, maintaining schedules, deadlines, and expectations with minimal need for oversight or intervention Skilled with strong professional language and writing, with the ability to communicate efficiently and to our professional standard Excellent at time management, task prioritization, and multi\-platform organization skills Able to handle confidential information with discretion and respect, complying with HIPAA regulations Comfortable with flexing and shifting expectations as new tasks are assigned and regulations/standards are updated Passionate about the importance of thorough, person\-centered documentation, using correct and appropriate language when addressing our clientele Able to use critical thinking skills to evaluate each individual's caseload and determine how staff can best support them based on their personal preferences, experiences, and challenges Collaborative and excellent with taking initiative Communicative and ready to contact supervisors to address questions, updates, and work\-related matters Experience With (Preferred): Social services or I/DD services Documentation systems and compliance standards regarding support documentation Reviewing or editing professional reports for agency audits and recertification Maintaining professional relationships with company partnerships and being the "face" of the company Creating detailed plans for staff to implement, addressing client preferences and risks during support shifts Analyzing and problem solving solutions for successful collaborations between support staff, clients, and their external support network Recommending and referring accommodations for individuals with a variety of experiences Preferred Tools / Systems Knowledge: Google Workspace (Docs, Sheets, Drive) Electronic documentation systems (Therap, eXPRS, etc) Task communication and organization platforms (Asana, Sheets, Signal, etc) Virtual meeting platforms (Meets, Zoom, etc) PDF and form editors (Adobe Edit, Adobe Fill \& Sign, etc) Secure emailing systems (Virtru, Paubox, etc) Compliance \& Requirements: Must maintain strict confidentiality and adhere to HIPAA regulations Ensure documentation meets state and agency compliance standards (accuracy, timeliness, audit readiness) Ability to follow documentation guidelines for services supporting individuals with I/DD Consistent and reliable deadline adherence Professional and prompt communication via multiple platforms (email, chat, etc) Ability to work both remote and in office at our SW Portland office as needed for training and staff events Access to private, reliable, and secure devices and internet for remote work Capacity to remain focused and efficiently complete work\-related tasks remotely Schedule \& Growth: \~20 hours per week (flexible scheduling) Requires the ability to flex as needed to meet a revolving deadline for report distribution by the 9th of every single month Performance\-based reviews with opportunities for raises, advancement, and increased responsibilities Creative job solutions available based on unique skillsets and talents, allowing for career development and lasting experience Why Join Us? Be part of a team where your behind\-the\-scenes work directly supports individuals with disabilities in living fuller, more independent lives. Your attention to detail truly matters here. Application Questions: What's your experience with confidentiality and HIPAA regulations in regards to handling sensitive client information? What is your current access to a computer, internet, and a secure workspace suitable for handling confidential information? What is your experience with the following platforms: Adobe, Virtru, Therap, Google, Asana, and eXPRs Are you available to work increased hours during the first week of each month to meet reporting deadlines? What experience do you have creating specialized action plans and response strategies based on unique experiences and challenges? What is your current experience working with administrative documentation, reports, or data entry requiring high attention to detail? Work Location: Hybrid(Remote/In\-Office) Pay: $19\.00 \- $23\.00 per hour Benefits: Flexible schedule Paid time off Application Question(s): Are you able to maintain strict confidentiality and comply with HIPAA regulations when handling sensitive client information? Do you have reliable access to a computer, internet, and a secure workspace suitable for handling confidential information? Are you available to work increased hours during the first week of each month to meet reporting deadlines? Do you have experience working with administrative documentation, reports, or data entry requiring high attention to detail? Work Location: Hybrid remote in Portland, OR 97219