Job 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.