Quality Assurance Advocate in Saint Helens, Oregon at ADVOCATE ACCESS NW

POSITION SUMMARY:

The Quality Assurance Advocate is responsible for protecting the accuracy, organization, and integrity of Advocate Access NW Member and agency information. This position ensures information is complete, current, securely stored, and consistent across the systems used by the agency. The Quality Assurance Advocate regularly compares information maintained within Advocate Access NW Microsoft systems with information in Paylocity, eXPRS, and other applicable systems to identify and resolve discrepancies. This role also develops quality assurance processes that are streamlined, user-friendly, and practical for the people expected to use them. This position requires exceptional attention to detail, strong organization, sound judgment, and the ability to prevent future errors. The Quality Assurance Advocate also supports organization projects and other agency needs as assigned by the Senior Operations Advocate.

KEY RESPONSIBILITIES:

Member Information & Record Accuracy

• Review Member records to ensure information is accurate, complete, current, and appropriately stored.
• Ensure required Member documentation is maintained within the appropriate agency systems.
• Compare information across Microsoft-based agency systems, Paylocity, eXPRS, and other applicable platforms.
• Identify missing, outdated, duplicated, conflicting, or inaccurate information and ensure timely follow-up or correction.
• Verify that information entered into agency systems matches appropriate source documentation.
• Maintain organized and reliable electronic Member records and support ongoing record cleanup.
• Ensure sensitive Member information is stored securely and accessed only by appropriate individuals.

Quality Assurance

• Develop, implement, and maintain agency quality assurance processes.
• Create QA systems that are streamlined, user-friendly, realistic, and easy for employees to follow.
• Review existing QA processes and identify opportunities to improve clarity, consistency, and efficiency.
• Create checklists, trackers, audit tools, workflows, and other systems that improve accountability.
• Complete routine audits of Member records and agency systems.
• Track identified errors or discrepancies and ensure appropriate follow-up occurs.
• Identify trends or recurring concerns and report them to the Senior Operations Advocate.
• Support preparation for internal and external reviews, audits, and other quality assurance activities.

Systems Coordination

• Develop a strong working knowledge of the electronic systems utilized throughout the agency.
• Cross-reference Microsoft systems, Paylocity, eXPRS, and other applicable platforms for accuracy and consistency.
• Help establish clear expectations regarding where specific information should be maintained.
• Identify opportunities to reduce duplicate entry, unnecessary steps, and confusing processes.
• Assist with standardized naming, filing, tracking, documentation, and SharePoint or Microsoft-based organization practices.
• Help ensure agency systems remain organized, efficient, and sustainable as Advocate Access NW continues to grow.

Organization & Agency Support

• Take ownership of organizational projects assigned by the Senior Operations Advocate.
• Assist with agency-wide organization needs involving electronic files, records, trackers, documents, systems, and physical organization as needed.
• Organize historical information and assist with determining what should be retained, updated, archived, or appropriately disposed of.
• Develop systems that make information easier for employees to locate, understand, and use.
• Support special projects that require strong organization, attention to detail, and reliable follow-through.
• Complete additional organization tasks based on the evolving needs of the agency.

Collaboration & Follow-Through

• Work closely with the Senior Operations Advocate and collaborate with agency administrative teams.
• Partner with Service Support, System Support, Operations, Human Resources, Positive Behavioral Support, Directors, and other Advocates as
• needed to clarify information and resolve discrepancies.
• Communicate identified concerns professionally and clearly, including the action or follow-up needed.
• Maintain documentation showing that assigned QA reviews, corrections, and follow-up activities have been completed.
• Perform other duties consistent with the purpose and responsibilities of the position.

CONFIDENTIALITY:

This position may have access to confidential Member, employee, payroll, service, and agency information. The Quality Assurance Advocate must demonstrate exceptional judgment and confidentiality at all times. Information may only be accessed, discussed, or shared when necessary to complete assigned responsibilities and with individuals authorized to receive the information. Protecting the privacy and security of Member and employee information is an essential function of this position.

PREFERRED QUALIFICATIONS:

• Experience with quality assurance, compliance, auditing, records management, administrative operations, or related work is preferred.
• Experience working within Intellectual and Developmental Disabilities services or another Medicaid funded service system is preferred but not required.
• Experience utilizing eXPRS is highly sought after, although it is not required.
• Experience with Microsoft 365, SharePoint, Excel, and Teams is strongly preferred.
• Experience with Paylocity or a similar human resources/payroll platform is beneficial.
• Strong computer, data-entry, written communication, and documentation skills.
• Ability to learn complex systems and explain processes in a simple, understandable way.

CORE COMPETENCIES:

• Meticulous: You notice small inconsistencies and understand that details matter.
• Organized: You can create structure where organization does not yet exist.
• Solutions-Focused: You look beyond identifying a problem and work toward a practical solution.
• Systems-Minded: You take complicated processes and make them clearer, simpler, and easier to use.
• Reliable: You follow through, document your work, and complete tasks thoroughly.
• Professional: You communicate concerns respectfully and protect confidential information.
• Adaptable: You can manage changing priorities while maintaining accuracy and consistency.

SUCCESS IN THIS POSITION:

• Member information is accurate, current, secure, and easy to locate.
• Information across agency systems is consistent and discrepancies are identified quickly.
• QA expectations are clear and employees understand the systems they are expected to use.
• Quality assurance processes are streamlined rather than unnecessarily complicated.
• Recurring errors are used as opportunities to improve systems and prevent future problems.
• Organizational projects are completed thoroughly and efficiently.
• Advocate Access NW remains organized and accountable as the agency continues to grow.

At Advocate Access NW, quality assurance is not about creating more paperwork. It is about creating systems that protect our Members, support our employees, strengthen our agency, and allow everyone to do their jobs more effectively.

BENEFITS:

• Paid personal and sick leave
• Paid holidays
• Medical, vision, and dental insurance and
• 401(k) retirement match
• Bonus