The Support Clerk/Receptionist role is a nonexempt position, under general direction from the Operations Manager or their designee, will perform a variety of clerical and administrative duties assigned to file maintenance, record management, creating and distributing reports, liaising with consumer and care providers, and other duties as assigned.
Essential Duties:
1. Provide administrative support to the organization under the direction of the Operations Manager or their designee.
2. Ensure compliance with all departmental and organizational practices (i.e. assist with coordinating and obtaining pre/post-employment assessments, trainings, etc.); perform periodic audits to ensure compliance with organizational practices.
3. Transcribe, record, fax, and file documents.
4. Forward incoming mail and email requests to the appropriate department(s) for completion.
5. Assist with acquiring and distributing material to consumers and care providers when applicable; update agency software and documents as directed.
6. Act as a liaison for consumers and care providers; provide information, follow-up on compliance documents, answer questions, and assist with resolving any emerging problems.
7. Receives, prepares, handles, and stores confidential information according to the established document retention schedules; continuously maintains confidentiality.
8. Consistently review and maintain files for the designated department; ensure that all files are stored appropriately and accessible when needed.
9. Responsible for preparing, compiling, and distributing reports; maintain the designated reporting databases.
10. Prepare care provider/consumer folders, when applicable.
11. Sort and organize original timecards at the end of each pay period and send all original timecards to the Billing Department.
12. Keep track of changes within the designated department: develop a calendar; maintain active, updated, and inactive consumer and care provider census for the designated department.
13. Maintain ongoing communication with the human resources, operations, and respite services department.
14. Assist with the preparation of the monthly department supply request.
15. May attend meetings, trainings and/or seminars related to the designated functional unit.
16. Ability to function appropriately within all operations-related company platforms.
17. Continuously strive to provide excellent customer service, interpersonal communication and serve as a source of accurate information.
Secondary Duties:
1. Assist in other administrative areas of the organization when needed.
2. Assist with quarterly care provider meetings, as needed.
3. May periodically attend quarterly vendor meetings.
4. May periodically attend job fairs and other recruitment venues for care providers.
5. Serve as "back-up" for front desk/reception area.
6. Assists with department projects as needed.
7. Attend all mandatory meetings in a timely manner.
8. May periodically assist with COVID testing for care providers.
Education, Experience and Skills Required:
1. High school diploma or equivalent (GED) plus six (6) months of office/clerical support experience.
2. Ability to read, write and communicate effectively in English & Spanish (Bilingual Preferred).
3. Ability to type 30 wpm and do basic business arithmetic.
4. Knowledge and practical experience in developmental services.
5. High attention to detail, and strong affinity for customer service.
6. Excellent organizational, time-management, and problem-solving skills.
7. Practical application of MS Excel, MS Outlook, MS PowerPoint, MS Word, and MS Team for Windows required.
8. Practical application of HelloSign and/or DocuSign and other cloud-based e-signature solutions/digital platforms.
9. Ability to use standard office machines such as a personal computer, calculator, copier, fax machine, telephone, etc.
10. Ability to utilize video and audio conferencing and online chat-based platforms such as Zoom.
11. Valid California Driver's License.