Administrative Assistant

Administrative Assistant

Job Description

This position will be responsible for managing the email for the unit, processing incoming applications from the client service providing agencies and assigning the applications and supporting documents to the eligibility specialists for eligibility determination.

Job Summary:
Functions as staff support in the client department assisting with casework directed by Unit Supervisors, Eligibility Specialists and administrative staff. This position is responsible for completing clear and detailed documentation; maintaining documentation and files; completing eligibility packets; scheduling activities for the work unit; providing accurate and professional responses to inquiries from the public and client staff and completing brief reports as necessary.

Major Responsibilities/Essential Functions:
1. Processes Eligibility Application packets, document received packets/cases into Unit Log. Routinely checks FOCUS for a record of referral/application.
2. Reviews application for completeness accuracy. Communicates with families and applicants to obtain required documentation.
3. Forward walk-in applications to client application for over 3; Birth to 3, review with parent for completeness and scan to client application.
4. Assists with entering cases into FOCUS, primary data screens.
5. Works with Supervisor and Lead Eligibility Specialist to assign cases by reviewing, logging and assigning cases to the Eligibility Specialists for review. In addition, Case Aide may assist with OnBase review and logging File Transfers.
6. Assists the In-Day Eligibility Specialist with coverage of the lobby and copying documents submitted by families.
7. May answer in-day calls and assist families as needed with the application process and community resources.
8. Assists with updating the Shared In-Day Calendar and lobby coverage with other client support staff.
9. Maintains office supplies, copy machines, postage meter, etc. Opens reviews, sorts and distributes office mail to the appropriate Unit staff, ensuring that critical documents (applications & medical records) are prioritized for timely response by the client. Copies documents or uploads to OnBase as requested.
11. Will open returned mail, scan, upload to OnBase, and document in FOCUS the receipt of returned mail.
12. Assists the team with mailing out correspondence including certified mail.
13. Monitors the e-Fax regularly and will submit any received documentation to the appropriate Eligibility Specialist. May send faxes for the team as requested.
14. Will upload documentation received from the Office of Administrative Review (OAR) and make a progress note about the family filing an appeal.
15. Supports all operations and logistics for eligibility unit including and not limited to the scheduling of conference rooms, arranging for events, supporting guests, and members, and interviewees and new hires,
16. Greets the team daily in the Team Chat upon arrival to the office.
17. Participates in Team Huddles, Gembas, and Staffings.
18. Case aide works to coordinate documents to/from eligibility units, OAR, archives, and ongoing support coordination units

The required skills for this position include advanced computer proficiency and knowledge of the Google Workspace platform, including Google Drive, Gmail, and Google Sheets. This position operates exclusively in an electronic environment and processes applications using Google tools.
Adobe experience
1+ years of experience of administrative or office experience

At least a high school diploma, previous clerical/office experience, proficiency using google, windows computer products.
Human services experience is helpful, bilingual candidates are a plus.

Required Skills
1+ years of administrative and office experience
Google workspace experience
Adobe Experience

Notes:
Hybrid - Candidate will start in office for training and then move over to hybrid. 2 days in office and 3 at home.
Training is 4 weeks and then will be hybrid.
8am - 5pm.

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.