Front Desk Coordinator and Case Aide - Colorado Springs, United States - The Resource Exchange Inc

Description

Job DetailsJob LocationMain

• Colorado Springs, COPosition TypeFull TimeJob CategoryNonprofit
• Social ServicesDescriptionCome work at one of the Best Workplaces in ColoradoThe Resource Exchange (TRE)"If there was a Hall of Fame for employers in The Gazette's Best Workplaces program, The Resource Exchange would be in it the Colorado Springs nonprofit has been honored for five consecutive years and this year is the top workplace among the largest employers.

"-The Gazette, December 5, 2022TRE is a place where:You will thrive if you have a passion for empowering and advocating for peopleYou will impact others by working in partnership with people, families, and community partners to strengthen families and build inclusive communitiesYou will be part of a team that voted for TRE to win the "Best Workplace" award for 5 consecutive years

Who We Are:
With the support of over 400 extraordinarily talented staff, The Resource Exchange serves over 9,000 infants, children, teenagers, adults, and seniors who have a variety of disabilities, delays, mental health or long-term care needs in El Paso, Pueblo, Teller, and Park counties advocating for independence and inclusion using a person-centered approach in coordinating care, promoting choices, and collaborating with community partners


What We Offer:
Health, dental, vision, employer paid life and disability, supplemental insurance, and pet insurance just to name a fewFlexible work schedules (really, we mean it)

Half Day FridaysPaid Time Off (with your Birthday off paid)Holiday hours to celebrate what is most important to you Public Student Loan ForgivenessPaid Volunteer OpportunitiesLeadership, Career Development, and Workgroup OpportunitiesAnd moreQualificationsThe Resource ExchangePosition Title:
Front Desk Coordinator and Case AideDepartment: Navigation and QualityReports to: Program Support Supervisor


FLSA:
Non-exemptSupervisor responsibilities: N/A

Starting Range:
$ $18.42 hourlyBenefits offered: Health, dental, vision, employer paid life and short-term disability, voluntary life, voluntary long-term disability, paid time off, holiday pay, 401K with employer contributions, pet insurance, other supplemental insurance options, flexible work environment, training and growth opportunities, workgroup participation, mileage reimbursement, and more

General Description:
Greet visitors and callers with a welcoming and professional demeanor, as the first contact at The Resource Exchange (TRE). Using multi-line telephone console, answers and directs telephone calls to appropriate resources.

Provides general information, directs visitors to TRE service or program contact or conference rooms, processes mail, and assists with projects or packets as needed.

Provide coordination of services to persons with disabilities through administrative support functions for the entire organization.


Essential Duties/Responsibilities:
Maintains a presence in the reception are during regular business hours. Ensures phones are covered at all times.
Receives visitors, inquires nature of visit, issues and collects visitor badges, directs to appropriate resources or explains appointment/application processes. Keeps current on TRE contacts for various services.
Answers incoming main line calls. Ask questions to determine callers needs, status in services, and routes calls to the appropriate individual and/or department.
Take messages, send emails, or route callers to employees voicemail, depending on the needs of the caller. May connect the caller with staff members supervisor or department manager.
Receives, date stamps, sorts, and routes incoming correspondence, mail, and information dropped off. Opens and distributes incoming mail to appropriate department.
Records and securely routes cash or checks to the appropriate department.
Receives all outgoing mail daily, adds postage, and sorts for delivery and/or pickup. Prepares Fed-Ex shipments as requested. Monitors postage meter and adds additional postage as needed.
Trains employees new to front desk coverage in various responsibilities for call routing and mailings. Meets with coverage staff as needed to clarify new processes or responsibilities.
As time permits, assist other departments with packets for mailing, and ensures correct contents and copies are included.
Electronically file documents received daily.
Provide a courteous, professional contact for the site. Refer calls to appropriate agencies, if needed. Use discretion in screening all calls.
Process correspondence, mail, and information in a timely manner (within 48 hours) ensuring distribution to all necessary departments.
Professionally type letters for the Navigation and Quality and Service Coordination teams and distribute as needed and requested.
Send termination Notices according to regulation.
Accurately complete tracking of work processed for use by Service Coordination staff. Provide support to the Service Coordination and Navigation and Quality Directors as requested. Create forms in user-friendly formats and ensure location ease on the F drive. Maintain and care for office equipment and computers. Understand basics of how each machine works. Prepare Check Requests following Finance Department policies, procedures, and deadlines. Review check requests completed for accuracy. Ensure proper coding so that funds are taken from appropriate accounts, obtain needed signatures and process check requests.
Assist Navigation and Quality and Service Coordination with data entry and mailing/faxing/emailing of person in services forms.
Assist with assembly of annual Service Plan packets for Service Coordinators to ensure current information is always present.
Maintain persons in services master files (Electronic Health Records).

Order office supplies for TRE to include:
breakrooms, copy room and case management team.

Remain knowledgeable and current of DDD Rules and Regulations, Program Quality Standards, expectations and best practices including CCMS, Benefits Utilization System (BUS), etc.

Remain knowledgeable on supply orders and processes.


Other Duties/Responsibilities:
Attends department and agency meetings.
Participate in professional opportunities (committees, workshops, conferences, journal readings) based on personal professional development plan.
Presence at worksite during customary work hours is essential.
Assist with special projects as requested.
Other duties as assigned.


Job Qualifications:

Knowledge, Skills and Abilities:

Minimum:
Prompt arrival and regular attendance at work is essential.
Ability to appropriately handle highly confidential employee and client information.
Excellent written and verbal communication skills and customer service orientation. Ability to organize, prioritize, develop procedures, problem-solve, and perform multiple tasks.
Attention to detail and basic math skills.
Proficient with computer and office equipment as well as Microsoft Office (DocuSign, Zoom, Word, Excel, Outlook) and the internet.
Professional demeanor and ability to proactively negotiate difficult situations with tact and diplomacy.
Three (3) years experience as an administrative assistant, document control, customer relations and contact with public.


Preferred:
Five (5) years experience as an administrative assistant

Education and Experience Requirements:

Minimum:
High School graduate or equivalent. One (1) to two (2) years experience in reception or administrative support role.


Preferred:
College level coursework in business administration, human services, or communications. Working knowledge of Medicaid Waiver programs and requirements; experience working with persons with disabilities. Knowledge of and experience working with community resources and resource development. Creativity is a plus.


Material and Equipment Directly Used:
Computers/tablets, Printers, Copy Machines, Personal Vehicle, Cell phones/telephone, Cloud based systems and software, etc

Working Environment/Physical Activities:
Office, community, private residences, commercial properties, and virtual environment settings. Moderate physical activity required, such as walking, sitting, standing, and lifting up to 20 pounds.

(Provides ADA accommodations at the request of the employee.) A working vehicle, valid CO drivers license (unless active Military family), and minimum insurance levels ($100,000/$300,000/$100,000 liability coverage recommended) are required.

This job description is not intended to be an exhaustive list of all duties responsibilities or qualifications associated with this job.

Therefore, The Resource Exchange reserves the right to amend and/or modify this job description at any time.

The Resource Exchange also reserves the right to stipulate hours of employment; work schedules may be changed to respond to business requirements.

The Resource Exchange is committed to affording an equal employment opportunity to qualified individuals regardless of their race, color, religion, national origin, sex, sexual orientation, gender expression, gender identity, age, height, weight, disability status, veteran status, military obligations, and marital status.

We are also committed to conforming with the content and spirit of applicable Equal Opportunity and Affirmative Action laws and regulations.

This policy applies to recruiting, hiring, training, education, promotion, compensation, benefits, termination, and all other privileges, terms, and conditions of employment.