Senior and Disability Services - Clerical Specialist

Job Title

Serves as a back-up receptionist (first point of contact for OCWCOG and consumers). Provides phone and front desk backup reception and a variety of other clerical duties in support of the OCWCOG Senior and Disability Services programs. Routinely handles confidential information.

Performs position duties in a manner that promotes customer service and harmonious working relationships, including treating all persons courteously and respectfully. Engages in effective team participation through willingness to assist and support co-workers, supervisors, and other work-related associations. Develops good working relationships with division and agency staff and supervisors through active participation in accomplishing group projects and in identifying and resolving problems in a constructive manner.

Demonstrates positive acceptance of constructive feedback and suggestions, to strengthen work performance. Contributes to a positive, respectful, and productive work atmosphere. Regular attendance is required to meet the demands of this job and to provide necessary services. This position is a Mandatory Reporter by statutory requirement.

30% - 70% of Job duties
- When at reception:

• Performs walk-in and multi-line telephone reception for Albany and Toledo Senior and Disability Services
• Issues EBT cards.
• Opens, date stamps, and distributes mail, including Shuttle mail.
• Responsible for opening and closing reception, including necessary locked drawers.
• Opens morning voicemails and notifies appropriate supervisors and coworkers when staff have called in.
• Receive shipments of packages for all departments and notify same of arrivals.
• Receive, date stamp, and scan/distribute client paperwork.
• Hand out/mail Provider Applications.

40% of Job duties
- Case Management and IHA/HCW Assistance

• Process all Print and Mail Requests received from Case Managers
• Take Albany outgoing mail to Post office by 3:30pm (Mondays & Tuesdays)
• Prep HCW Application Packet
• HCW new #'s, Inactivating, denying etc.
• Monitor HCW PPE Stock (as needed)

20% of Job duties

• Update Calendars for SDS
  - Keeps support staff and upstairs/downstairs outlook calendars updated when notified of changes, daily.
• Update MOD, WOD, POD calendar, quarterly
• Updates Voicemail message box for closures and Holidays
• Prepare application/information packets for ADRC.
• Remove and return daily EBT Card Stock to Reception
• Look up and forward all Secure Emails from 2211 & 2111 email box.

50% of Job duties –Clerical Support

• EDMS/Laserfiche (electronic filing preparation of documents)
• Print & Mail (back up to Albany)
• Full narration of incoming mail and prep for EDMS/Laserfiche (to bypass current process of sending to CA)
• Backup to Albany for Update MOD, WOD, POD calendar, quarterly and Update Calendars for SDS daily
• Backup for reviewing and forwarding all secure emails from 2211 & 2111 email box.
• Backup for HCW application packets

Other Job Duties

5% Ad hoc duties/projects as needed.

5% Performs other related duties as assigned by supervisor.

Working Environment

Work is performed primarily in an office environment utilizing a personal computer, telephone and a variety of office equipment. Position requires sitting and the work area requires constantly getting up and down and performing extensive telephone and computer work with frequent interruptions. Occasional travel may be required to pick up meeting supplies, mail, or run errands for the program.

Supervision Received

Receives general supervision from the Senior & Disability Services Clerical Supervisor.

Supervisory Responsibilities:

None.

Minimum Qualifications

Experience & Training

Completion of high school, or equivalent, and one year of clerical experience; OR, any satisfactory equivalent…