Flex Intake Coordinator/Administrative Assistant

Opportunities for Williamson and Burnet Counties

place Georgetown, 78627

Benefits:

401(k) matching
Dental insurance
Health insurance
Paid time off

The happiest people I know are those who lose themselves in the service of others.
— Gordon B. Hinckley

Why work for us?

No Nights or Weekends

15 Paid Holidays

Paid Time Off

Paid Education (Upon Approval)

Medical Insurance

Dental Insurance

Vision Insurance

403(b) plus employer match

Employee Assistance Program

Chipper-Assistance in Student Loan Forgiveness and Lower Payments

Who We Serve:

Opportunities serves thousands of people annually in Williamson & Burnet Counties. Working cooperatively with other agencies, we are an advocate for those who might not otherwise have a voice in the community. We are dedicated to providing services to help those in need achieve a better, more productive life.

Our Mission:

To empower children, families, and seniors to achieve and maintain independence by partnering with area organizations to provide education, nutrition, and community support.

Our Vision:

A healthy, educated community in which all people live independently and with dignity.

Position Summary:

The Flex Intake Coordinator/Administrative Assistant is responsible for performing the programmatic coordination functions of the Community Service Programs. The position reports to the Program Director and operates under moderate supervision, with limited latitude for independent judgment, discretion, and initiative.

Essential Job Duties:

First point of contact to ensure applications are prepared, tracked, reviewed for missing documents, client is alerted of their application status, information is addressed in the database, and applications are transitioned to Intake Processors. Accuracy is Essential
Co-manage Outlook email inboxes for Community Services programs.
Ensure all Community Services open applications are being addressed and coordinated daily.
Monitor vendor contracts and establish the ability to set up new vendors in the system, make changes to vendor contracts as needed, verify vendor information for accuracy, and update tracking.

Back up Receptionist Intake Coordinator in order to ensure client needs are addressed via phone, in-person walk-in, email, fax, and online inquiries.

Deliver program requirements and information to clients, answer frequently asked questions regarding the program process, and provide referral information with kindness, grace, and understanding.
Provide support and process CEAP applications as needed or directed by the Program Director
Address Application Tracker pending processing.
Secure documentation and upload into an electronic file
Update database
Determine financial qualification and Priority Rating of applicants.
Request Bill and History from vendors
Determine Benefits eligibility.
Provide a determination pledge to the vendor and a determination letter to the client.
Collaborate with Program Director regarding cancelled and/or clients no longer in the service area.
Maintain correspondence with energy vendors.
Maintains forms, tables, and unique types of correspondence with vendors.
Contact clients on an as-needed basis to clarify information provided.
Perform duties according to program guidelines, policies, and procedures as determined by OWBC and programmatic rules determined by TAC
Provide other program options or funding benefits to clients per individual household qualifications.
Attend one-on-one meetings with the Program Director
The position must obtain an understanding of the rules, regulations, and program requirements of the CEAP & CSBG programs as provided by the program director.
The position must obtain knowledge of all benefits provided by Community Services, as provided by the program director.
The position must obtain the knowledge to complete an application and gain the internal knowledge of how an application moves from intake to processing for each line of service through OTJ training.
The position must obtain general knowledge of all services provided by the agency (OWBC) and maintain immediate access to how to provide referrals as provided by the program director.
Attend all scheduled meetings for one-on-one, team, and program.
All employees are expected to adhere to OWBC ethics expectations.
Must be able to cooperate and work effectively with others.
Must be diplomatic, honest, and fair.
Regular and punctual attendance (8:00 a.m. to 5:00 p.m.) is an essential function of the position.
Perform other duties as assigned or as they become apparent.
Position may qualify for remote or hybrid work as determined by the Program Director

Knowledge, Skills, and Abilities:

Ability to operate various Microsoft 365 software, Outlook, spreadsheets, TEAMS, Adobe DC, and database programs.
Ability to perform mathematical functions accurately.
Ability to work effectively with others.
Ability to provide excellent customer service to internal and external customers.
Ability to evaluate, analyze, and problem-solve within the confines of the program and requirements.
Ability to flex with job tasks when change is necessary to meet the demands of the day.
Ability to organize, prioritize, and utilize effective time management techniques.
Ability to ensure compliance with regulatory agency requirements and policies.
Ability to always respect confidentiality.
Ability to carry out multiple tasks and meet deadlines.
Ability to follow instructions furnished in verbal or written format.
Ability to be detail-oriented.

Minimum Qualifications:

Education and Training:

High School diploma or GED.

Experience:

Must have excellent customer service skills and experience with face to face, written and verbal communication.

Experience:

Must have customer service experience with face to face, written and verbal communication.

Prefer 1 year experience working in an office environment with a team and working independently.

Prefer one (1) year of social services or related experience.
Required one (1) year of experience with Microsoft Office 365, Outlook, SharePoint; prefer one (1) year of Adobe DC experience.
Preferred Bilingual in English/Spanish

Mental / Physical Tasks (F= Frequent, O=Occasional, R=Rarely):
| F | Standing- required when making copies, meeting people, moving from work area to work area, general office duties; clean work area
| F | Handling- reports, laptop, Alarm code; door code, general office supplies, cleaning supplies
| F | Hearing/Talking/Listening-to hear the door open and close, to hear the reception bell, communicate with employees and clients, answer the telephone, participate in meetings, gather data telephonically
| F | Fine Dexterity-operate laptop, keyboard, calculator, writing, utilizing a mouse, dial a phone number, provide materials to clients, enter data
| F | Sitting-performing work at the desk reading, writing, working applications, meetings
| O | Kneeling/Crouching/Crawling-plug in equipment, when connecting PC components, plugging in cords, open lower drawers/cabinets, handling department materials; clean work area
| F | Walking - required when making copies, meeting people, moving from work area to work area, performing general office duties
| F | Bending/Twisting – communicate with employees and clients, answer the telephone, plug in equipment, when connecting PC components, plugging in cords, opening drawers/cabinets, participate in meetings, handling department materials; clean work area
| F | Grasping/Holding-holding binders, phones, tablets, work resources; general office tools & machines, pens, clipboards, reams of paper, cleaning work area
| O | Balancing – communicate with employees and clients, answer the telephone, participate in meetings; step stool/ladder
| F | Lifting/Carrying- required when making copies, answering phone, carrying laptop, meeting people, moving from work area to work area, handling department materials; banker’s boxes of information/material; cleaning work are.
| F | Vision communicates with employees and clients, to use the computer, see the monitor general office tools/machines, answer the telephone, participate in meetings, to observe, to clean work area.
| F | Pushing/Pulling – required when making copies, meeting people, moving from work area to work area, handling department materials; cleaning work area | O | Other
| F | Reaching- required when making copies, meeting people, moving from work area to work area, handling department materials; reaching cabinets (top, inside, down) ; cleaning work area.

Working Conditions: