Family Support Administrative Assistant

DescriptionJob Summary:

Provide administrative support and assistance through clerical activities for Respite and Family Support Services.

Job Duties & Responsibilities:

• Receive, screen and route phone calls appropriately including recording messages.
• Construct charts for newly approved clients.
• Assist with family calls such as placing orders, updating addresses and other information.
• Track and monitor client service usage and expenditures when services are rendered and report to Respite & Family Support Coordinator as appropriate.
• Maintain accurate and current files, including filing client information such as medical records, correspondence, invoices, Service Summary Plan (SSP) and other appropriate information.
• Assist with client correspondence including applications, application status letters as approved, Service Summary Plan (SSP) and other paperwork as required.
• Enter invoices for payment into ETO and WIS; run reports and reconcile for the period end.
• Track and review efforts on behalf of clients in ETO.
• Update client information in files as wells as electronic records management systems.
• Copy and send invoices to finance department for payment processing.
• Order diapers and supplies for individuals in accordance with program guidelines.
• Assist with operation of Megan’s House.
• Participate in company fundraising events.
• Maintain inventory of office supplies and program related materials and report needed supplies to Coordinator.
• Ensure client satisfaction by assisting all in a timely and considerate manner.
• Receive and return phone calls, greet and assist clients, families and others desiring program information daily.
• Distribute correspondences, newsletters, updates and other information to families as needed.
• Develop knowledge of available resources for clients.
• Insure all client rights are appropriately respected and honored as well as report any violations.
• Maintain current client records on-site.
• Insure submission of required documents to various departments as scheduled.
• Maintain knowledge of program guidelines.
• Promote awareness of other Easter Seals Southern Georgia services which may be applicable such as Respite, Residential, Vocational or Day Services.
• Maintain cleanliness and functional operation of local satellite office.
• Complete continuing education as required for growth and development.
• Follow Health Insurance Portability and Accountability Act (HIPAA) privacy rule to insure client protected health information is secure.
• Maintain knowledge and understanding of Easter Seals Southern Georgia policies and procedures.
• In the absence of the Respite & Family Support Coordinator, may assume duties and responsibilities of this position including interaction with Regional Boards, Clients, Families and ESSG staff as well as other leadership responsibilities as appropriate.
• All other duties as assigned.

Essential Functions:

• Ability to advocate for ESSG mission, vision, values and clients.
• Ability to compose professional business correspondence.
• Ability to lift, push and pull a minimum of 50 pounds.
• Use of technology and office equipment including: computer, email, Microsoft Office Suite, scanner, fax, printer, PolicyStat system, Social Solutions ETO system, WIS System and other client records management systems.

Job Specifications (Characteristics to perform successfully):

• Knowledge of community resources available to clients.
• Knowledge of medical terminology and various disabilities.
• Ability to effectively multi-task and execute expectations from different departments.
• Work cooperatively and responsively with ESSG Leadership to ensure optimal care of clients.
• Develop and maintain positive and productive relationships with Clients, Families, Co-Workers and Community Members.
• Ability to manage time effectively and exhibit organizational skills.
• Support clients in personal growth and development while respecting differences.

QualificationsMinimum Qualifications:

• High School Diploma or GED required.

Preferred Qualifications:

• Two years of clerical support experience.