JOB SUMMARY
This position is responsible for providing quality high level administrative and clerical functions, database management and performing related tasks for multiple program funders and the pay for service program.
ESSENTIAL DUTIES AND RESPONSIBILITIES
• Provides clerical support to Program Manager and repairmen, including preparation of correspondence, faxing, filing, product research.
• Verify client intake paperwork per various funders requirements. Follow-up appropriately with client.
• Schedule jobs with clients; maintain daily calendar.
• Liaison with programs various funders and update program files as changes/requirements change.
• Establish and maintain client files per funders requirements. Update file throughout job with necessary documents and photos.
• Input, maintain and verify correct information in funders online database with electronic documents.
• Perform internal database entry for tracking.
• Prepare billing for various funders and prepare invoices to pay for service clients.
• Prepare, code and input receipts of all program employee’s material expenses. Record each on monthly credit card sheets by employee for accounting.
• Prepare monthly, quarterly and annual reports for various funders and agency and as requested.
• Create needed materials (i.e. forms, informational packets, brochures), as needed.
• Professionally administer all incoming program calls and differentiate between funder client or pay for service client.
• Provide callers with information such as program information based on location of client. Answer questions centered on client needs and refer to other programs and/or agencies, if needed.
• Upkeep of pay for service website and HomeAdvisor website.
• Meet with funders, as needed.
• Participate in staff meetings, as needed.
• Provide document management for funder audits.
• Verify payroll and mileage bi-weekly. Prepare summary report.
• Maintain and order office supplies.
• Continuous education classes with various funders, as requested and agency online training courses.
• Performs other tasks and special projects, as assigned
• Greet program visitors to the company in a professional, friendly, hospitable manner.
• Appearance and demeanor must be professional at all times.
EDUCATIONAL REQUIREMENTS
High School Diploma or GED, preferably with some college. Any combination of education and experience that demonstrates the knowledge and ability to perform the work of working in programs serving the elderly.
EXPERIENCE
• Accounting background is required
• 5+ years of customer service experience
• 3+ years of administrative and clerical experience
• Knowledge of computers and relevant software applications
• Knowledge of customer service principles and practices
• keyboard skills
• 1+ years of construction terminology
KNOWLEDGE, SKILLS AND ABILITIES
This position requires the incumbent to have a minimum of three year of clerical experience. 5+ years preferred. Must be proficient in:
• Using a personal computer
• Microsoft Word, Excel, Outlook, Access software (all MS Office products).
• Research skills
• Accounting skills necessary
• Handling multiple tasks simultaneously
• Excellent oral and written communications skills, including use of professional grammar
• Document management
• Ability to maintain total confidentiality
• Problem-solving, displaying initiative
• Legible penmanship
• Time Management: the ability or organize and manage multiple priorities.
• Strong customer orientation
• Database systems and be able to input and retrieve data.
• Exceptional interpersonal communication skills.
• Ability to work independently on assigned tasks as well as to accept direction on given assignments
• Information management
• Construction knowledge preferred
• Stress tolerance
SPECIAL REQUIREMENTS
• Current driver’s license issued by state of residence
• Current Vehicle Inspection decal
• Current vehicle insurance
• Current vehicle registration in state of residence
• Satisfactory Motor Vehicle Report
• Must be able to pass a criminal history investigation.
• Personal smart phone- Apple or Android
PHYSICAL REQUIREMENTS
Work is primarily performed in an office environment while seated at a desk. Dexterity is used while performing work with personal computer keyboard, calculator and other office equipment. Must be able to travel site to site in personal vehicle and occasional weekend and/or evening hours may be assigned as needed.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Below are minimal knowledge/physical requirements of this position.
