Administrative Assistant Job at nLeague in Indianapolis

Overview

Join to apply for the Data and Record Assistant role at nLeague.

Location: DCS Central Office, 402 West Washington Street W386, Indianapolis, IN 46204. Department: IN-DCS. Duration: 8+ Months (when applicable).

Responsibilities

• Create both hard (physical) and soft (digital) folders for cost reports, including organizing documents and ensuring correct storage on the Rate Setting server.
• Hard/physical folders should include: Cost Report, Cost per Day, Personnel, Desk Audit Analysis, Financial documents, Licenses, Vendor Cost per Day and Personnel Analysis, and relevant email correspondents (provider, director, licensing department, etc.).
• Soft/digital folders should contain the same information as hard folders, plus other information pertaining directly to the cost report as described in job descriptions.
• Gather cost report information for auditors and act as the first point of contact when a cost report is submitted to DCS.
• Oversee the following tasks: attach original copies of cost reports, licenses, and financial documents in the Attachment Tab on iRate; check rate adjustments with guidance from supervisor; determine if a cost report should be Budgeted; ensure correct Tier listing if financial information is available.
• Update the primary contact person information (name, work email, address, phone) so that rate letters can be delivered reliably; log verified information into KidTraks.
• Manage purgatory cost reports by ensuring ongoing access and processing, including copying prior year budgeted reports to the current year as directed by the auditor.
• Conduct research as needed to assist desk audit processes: grant research, RMS roster, Time Study analysis, job descriptions review, and other cost/financial research (e.g., IARCA membership, travel reimbursement rates, allowable vs unallowable costs).
• Assist with provider follow-up communications and keep auditors informed of responses via Events Tab in iRate.
• Support Rate Setting activities: update annual bulletin-related data, maintain rate research spreadsheets, and help verify items on cost reports before Q&A with leadership or auditors (e.g., FICA tax rates, LCPA caseload updates, TS FTE analysis, salary tiers, and description completeness of line items).
• Handle end-of-year tasks such as rolling over budgeted reports and maintaining accuracy of the cost reporting process.

Qualifications

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Staffing and Recruiting

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