Quality Assurance Associate

• MINIMUM QUALIFICATIONS: Bachelor’s degree in Business Administration, Economics, Data Analytics or a related field
• Valid New York State Driver’s License (copy required upon hire date)
• Yearly Physical (required within 1 month of hire)

PREFERRED QUALIFICATIONS

• At least one year of experience in quality assurance, data analysis, program evaluation, regulatory compliance, or a related field
• Experience working in a residential treatment, child welfare, human services, or comparable setting.
• Proficiency in Microsoft Excel, including formulas, pivot tables, data validation, and reporting.
• Experience with data analysis, database systems, reporting tools, and data visualization.
• Familiarity with SQL, Power Query, reporting automation, or comparable analytical tools.
• Knowledge of New York State Office of Children and Family Services (OCFS) regulations an documentation practices.

REQUIREMENTS

Must successfully complete all required background checks

NYS Statewide Central Register of Child Abuse and Maltreatment (SCR)

Multi-State Sex Offender Registry (SOR)

NYS Division of Criminal Justice Services (DCJS) fingerprinting

NYS Justice Center Staff Exclusion List (SEL)

NYS OMIG Medicaid Exclusion List

Out-of-state child abuse register inquiry of any state in which the person resided within the last five years (if applicable)

NYS License Event Notification Service (LENS)

Office of Inspector General (OIG)

NYS Professions – Professional License Check

• HOURS: Monday through Friday, 8:00 AM - 5:00 PM
• Must be flexible to meet the needs of the agency
• SALARY: $32.69- $34.62 per hour

OBJECTIVES OF POSITION

The Quality Assurance Associate supports the Director of Quality Assurance and Program Improvement in implementation, monitoring, and evaluation of agency-wide quality assurance and continuous improvement initiatives. Responsibilities include collecting, validating, and analyzing operational and program data; maintaining recurring reports; conducting internal documentation and compliance reviews; identifying trends and opportunities for improvement; and supporting regulatory and accreditation activities.

The Quality Assurance Associate collaborates with departments to promote reporting accuracy, regulatory compliance, and efficient operational processes. The position requires strong analytical, organizational, communication, and problem-solving skills, as well as the ability to independently manage assigned projects, prioritize competing responsibilities, and meet established deadlines.

DUTIES AND RESPONSIBILITIES

Monitor Monthly Reporting

• a. Monitor the timely completion and submission of recurring departmental, operational, and quality assurance reports in accordance with established reporting schedules.
• b. Collect, organize, validate, and maintain data used for agency-wide performance indicators, compliance monitoring, and program evaluation.
• c. Assist in preparing recurring reports related to staffing, residential census, casework contacts, program outcomes, incident trends, and other operational measures.
• d. Identify missing, incomplete, or inconsistent information and coordinate with appropriate departments to resolve reporting discrepancies.
• e. Maintain reporting schedules, tracking tools, and documentation to support timely and accurate submission of required information.

Communicate Reporting Expectations

• a. Communicate with department heads and designated staff regarding reporting requirements, documentation standards, deadlines, and quality assurance initiatives.
• b. Provide technical assistance, guidance, and training to staff regarding reporting procedures, data collection tools, and documentation expectations.
• c. Collaborate with departments to identify reporting challenges, clarify procedures, and support consistent implementation of established processes.
• d. Provide regular updates to the Director of Quality Assurance and Program Improvement regarding reporting compliance, identified concerns, project progress, and opportunities for improvement.
• Document Policy and Procedures of QA Initiatives
• a. Develop, maintain, and organize written procedures, workflow documentation, reporting instructions, and reference materials related to quality assurance activities.
• b. Document departmental processes and assist in identifying opportunities to improve consistency, efficiency, and accountability.
• c. Assist with the review and organization of Agency policies, procedures, and supporting documentation to ensure alignment with applicable standards and operational practices.
• d. Support accreditation preparation by organizing evidence, maintaining documentation inventories, tracking assigned requirements, and assisting departments with the collection of supporting materials.
• e. Maintain organized electronic records of quality assurance initiatives, reports, audits, and process improvement activities.
• D. Conduct Internal Audits for Reporting Accuracy
• a. Conduct routine and targeted reviews of departmental documentation, reports, and electronic records to assess accuracy, completeness, timeliness, and compliance with established requirements.
• b. Assist with monitoring documentation and reporting requirements associated with OCFS, CONNECTIONS, incident reporting, casework contacts, and other applicable regulatory or Agency standards.
• c. Identify documentation deficiencies, reporting inconsistencies, and potential compliance concerns and communicate findings to the Director of Quality Assurance and Program Improvement.
• d. Prepare summaries of audit findings, identify recurring trends, and assist in developing recommendations for corrective actions or process improvements.
• e. Monitor and document progress toward the completion of assigned corrective actions and follow-up activities.

Conduct Treatment Satisfaction Studies

• a. Assist in designing, administering, collecting, and maintaining satisfaction surveys for residents, families, caseworkers, referring agencies, and other applicable stakeholders.
• b. Compile and analyze survey responses to identify trends related to service quality, consumer satisfaction, and opportunities for program improvement.
• c. Prepare summaries of survey findings and assist in communicating relevant results to the Director of Quality Assurance and Program Improvement and appropriate departments.

Optimize Reporting Systems

• a. Evaluate existing reporting processes, data collection methods, and electronic systems to identify opportunities to improve efficiency, accuracy, consistency, and accessibility of information.
• b. Assist in developing and maintaining standardized reports, spreadsheets, data tracking tools, and performance monitoring resources.
• c. Support the development, testing, and maintenance of automated reporting processes to reduce manual data entry and improve reporting efficiency.
• d. Utilize Microsoft Excel, database reporting tools, and other approved information systems to extract, organize, validate, and analyze Agency data.
• e. Collaborate with the Director of Quality Assurance and Program Improvement, Information Technology, and departmental staff to identify and address reporting system limitations and opportunities for improvement.
• f. Assist in developing visual summaries, dashboards, and other reporting tools to support departmental and organizational decision-making.
• Support the PQI Committee and Sub-Committee Work Group Activities
• a. Support Process and Quality Improvement (PQI) Committee activities through the collection, analysis, and presentation of operational, compliance, and program performance data.
• b. Assist in preparing routine and special reports related to significant and reportable incidents, restraint activity, staffing trends, residential census, casework documentation, program outcomes, and other Agency performance measures.
• c. Monitor identified trends, document findings, and assist in developing recommendations to support continuous quality improvement initiatives.
• d. Support the Reportable Incident Review Committee and other applicable review committees by preparing relevant information, analyzing incident trends, maintaining supporting documentation, and tracking assigned follow-up activities.
• e. Assist in monitoring corrective action plans and documenting progress toward identified improvement goals.
• f. Support Agency accreditation activities, including evidence collection, standards review, document organization, and progress tracking for assigned accreditation requirements.
• g. Assist in preparing data summaries, trend analyses, and supporting materials for departmental leadership, executive administration, and applicable Agency committees.
• Assume and Perform Additional Duties and Responsibilities as Requested
• Will be expected to represent agency at external events that may be outside of regular work hours. Will require submitting to a criminal history record check under OCFS regulations with acceptable outcome.
• EQUIPMENT: Computer, cell phone, calculators, copy machines, fax machines
• DEPARTMENT: Quality Assurance and Program Improvement
• SUPERVISED BY: Director of Quality Assurance and Program Improvement