Harm Reduction Administrative Specialist-165823
Adams County, Westminster, Colorado, United States, 80031
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.
Data Entry, Audits & Resource Management (35%)
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.
Inventory, Budgeting, Ordering & Reconciliation (30%)
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.
Quality Improvement & Quality Assurance (15%)
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.
Fleet Coordination & Outreach Logistics (10%)
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.
Direct Services (10%)
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.
Emergency Preparedness Duties
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.
Additional Duties
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.
Ability to work community outreach events, including tabling, teaching and mobile services. Assists in the orientation and training of new employees, students, and interns. Participates in QA/QI project as needed.
Performs additional duties as assigned to support overall program operations.
HIPAA Statement Maintain sensitive & confidential client information according to the HIPAA policy confidentiality requirements.
Knowledge
Understanding of team dynamics and collaborative work processes.
Knowledge of professional ethics and confidentiality standards relevant to the organization.
Familiarity with organizational systems, procedures, and best practices for maintaining records and workflows.
Skills
Active listening skills to understand and respond appropriately to team needs and concerns.
Organizational and time management skills to prioritize tasks, manage multiple responsibilities, and meet deadlines.
Interpersonal skills to build positive working relationships and contribute to a collaborative team environment.
Attention to detail to ensure accuracy and completeness.
Abilities
Ability to work collaboratively in a team‑oriented environment and contribute to shared goals.
Ability to maintain strict confidentiality and handle sensitive information with discretion.
Ability to exercise sound judgment and make decisions consistent with ethical standards and organizational values.
Ability to adapt communication style to different audiences and situations.
Ability to maintain professionalism and composure in various work situations.
Education Requirements Requires a high school diploma or GED.
Work Experience
Requires a minimum of 1 year‑related experience in a clerical, customer service, reception, or healthcare field.
Previous harm reduction‑related experience preferred.
Bilingual (Spanish) preferred.
Working Conditions and Physical Requirements
Remains in a semi‑stationary position, often sitting or standing for prolonged periods of time. Occasionally, this role will move about to accomplish tasks by walking or traveling from one department to another, or by traveling from one worksite to another.
This position’s physical demands are assessed to be light work that includes moving objects up to 40 pounds.
Constantly communicates with others to exchange information by speaking and writing, and that includes repeating motions that include wrists, hands, and/or fingers.
This position will be asked to self‑assess accuracy, neatness, and thoroughness of work assigned.
Sufficient hearing and speech ability to communicate verbally in response to inquiries, complaints, and to speak to groups of people or the media in an informational or training opportunity.
Requires manual dexterity to operate computer and office equipment.
Requires the ability to sit and perform administrative and computer work for significant periods of time.
Language Pay Incentive Is available for employees who utilize their skill in Spanish or ASL 30% of the time or more and pass a basic fluency test. The $2,000 Annual Base Pay adjustment is spread out over the year.
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Data Entry, Audits & Resource Management (35%)
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.
Inventory, Budgeting, Ordering & Reconciliation (30%)
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.
Quality Improvement & Quality Assurance (15%)
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.
Fleet Coordination & Outreach Logistics (10%)
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.
Direct Services (10%)
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.
Emergency Preparedness Duties
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.
Additional Duties
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.
Ability to work community outreach events, including tabling, teaching and mobile services. Assists in the orientation and training of new employees, students, and interns. Participates in QA/QI project as needed.
Performs additional duties as assigned to support overall program operations.
HIPAA Statement Maintain sensitive & confidential client information according to the HIPAA policy confidentiality requirements.
Knowledge
Understanding of team dynamics and collaborative work processes.
Knowledge of professional ethics and confidentiality standards relevant to the organization.
Familiarity with organizational systems, procedures, and best practices for maintaining records and workflows.
Skills
Active listening skills to understand and respond appropriately to team needs and concerns.
Organizational and time management skills to prioritize tasks, manage multiple responsibilities, and meet deadlines.
Interpersonal skills to build positive working relationships and contribute to a collaborative team environment.
Attention to detail to ensure accuracy and completeness.
Abilities
Ability to work collaboratively in a team‑oriented environment and contribute to shared goals.
Ability to maintain strict confidentiality and handle sensitive information with discretion.
Ability to exercise sound judgment and make decisions consistent with ethical standards and organizational values.
Ability to adapt communication style to different audiences and situations.
Ability to maintain professionalism and composure in various work situations.
Education Requirements Requires a high school diploma or GED.
Work Experience
Requires a minimum of 1 year‑related experience in a clerical, customer service, reception, or healthcare field.
Previous harm reduction‑related experience preferred.
Bilingual (Spanish) preferred.
Working Conditions and Physical Requirements
Remains in a semi‑stationary position, often sitting or standing for prolonged periods of time. Occasionally, this role will move about to accomplish tasks by walking or traveling from one department to another, or by traveling from one worksite to another.
This position’s physical demands are assessed to be light work that includes moving objects up to 40 pounds.
Constantly communicates with others to exchange information by speaking and writing, and that includes repeating motions that include wrists, hands, and/or fingers.
This position will be asked to self‑assess accuracy, neatness, and thoroughness of work assigned.
Sufficient hearing and speech ability to communicate verbally in response to inquiries, complaints, and to speak to groups of people or the media in an informational or training opportunity.
Requires manual dexterity to operate computer and office equipment.
Requires the ability to sit and perform administrative and computer work for significant periods of time.
Language Pay Incentive Is available for employees who utilize their skill in Spanish or ASL 30% of the time or more and pass a basic fluency test. The $2,000 Annual Base Pay adjustment is spread out over the year.
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