Petaluma, CA

Position Scope:

Under the general direction of the Chief Executive Officer or their designee, will perform a variety of duties assigned to client verification, intakes, home visitations, record management. Subsequently, this position will be responsible for the front desk reception area documenting all visitors, directing phone calls, receiving and providing agency schedules and other duties as assigned.

Essential Duties:

1. Receive, review and verify all intakes; Administer and enter new client data into the appropriate respite system for both respite programs. Maintain pending list in an accurate and timely manner.

2. Maintain ongoing communication (verbal and written) with consumer recruitment specialist, case workers, clients, the regional center, human resources and other departments.

3. Administer and maintain client files for all respite programs assuring that all contracts are current, client evaluation packets are updated on an annual basis and other required documents (e.g. CDER, IPP, etc.) have been completed and signed by the appropriate parties.

4. Assure all data pertaining to new and/or amended contracts, terminations and inactive clients have been accurately entered; periodically generate a revised client list.

5. Coordinate and enter all IPP, CDER, Annual Reviews, increases/decreases in hours, share of cost letters and emergency hours (client paperwork) into appropriate respite system for both respite programs in a timely and accurate manner.

6. Responsible for conducting home visitations and conducting client-home evaluations.

7. Will accurately complete and maintain referral statistic report and other related reports.

8. Follow-up with client/respite workers on unreported respite hours, ensuring “Partial Service” or “No Service” is identified and reported appropriately.

9. Responsible for the distribution and analysis of client surveys on a periodic basis in accordance with Title 17 regulations and to assure client outcomes are being met; when required, will conduct follow-up calls to clients to discuss their needs, problems, etc.

10. Possess the ability to resolve concerns or issues presented by clients, parents, community members and the Regional Center in a timely manner; assure all related reports/communications are delivered in an accurate and timely manner.

11. Ability to answer a multi-line telephone system systematically documenting all incoming and outgoing calls, recording messages and providing factual information. Subsequently will activate and/or deactivate the answering machine in a timely manner.

12. Routinely maintain the office Reference Binder with current phone listings and email addresses; maintain accurate “tracking logs” to include: Visitor’s Log, Etc.

13. Accurately document and maintain respite worker & interview schedules, changes and follow-up (e.g. parent contacts).

14. Receive, open and review incoming office mail; distribute mail to the appropriate company department/office in a timely manner.

15. Ability to function appropriately with the designated respite system & any other related billing system; ensuring client/program service-related information is entered and maintained accurately.

16. Continuously strive to provide excellent customer service, interpersonal communication and serve as a source of accurate information.

17. Assist with providing CPR and First Aid certification training.

Secondary Duties:

1. Assist in other administrative areas of the organization when needed.

2. Periodically attend mandatory meetings at the regional center, vendor meetings, job fairs and other recruitment venues for consumers.

3. At times will be assigned to “on call” status.

4. Assist in the issuance of corporate checks.

Education, Experience and Skills Required:

1. High school graduate or equivalent (GED) plus two (2) years of office/clerical support.

2. Ability to read, write and communicate effectively in English and Spanish (Bilingual Required).

3. Ability to type 30 wpm and do basic business arithmetic.

4. Knowledge and practical experience in developmental services.

5. Practical application of MS Excel, MS Outlook, MS PowerPoint, and MS Word for Windows required.

6. Ability to use standard office machines such as a personal computer, calculator, copier, fax machine, telephone, etc.

7. Valid California Driver’s License.

Physical Requirements:

Visual/hearing ability sufficient to comprehend written/verbal and telephone communication. Ability to sit for long periods, standing, computer entry, walking, repeated bending, lifting and carrying up to 20 lbs, reaching. Ability to travel within and outside the county as needed.

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