Have you been searching for a career that is meaningful, where you could make a positive difference to others? Have you been seeking a career that gives you a sense of purpose where you can contribute to people’s well-being? Do you enjoy helping others succeed? If yes, we have an opportunity for you!
Our person-centered approach allows you to help make a positive impact in people's lives. Apply today and begin your career by making a difference and fulfilling your sense of purpose!
We are seeking an attentive and compassionate team member to join our team! We offer a generous benefits package to include options for medical, dental, vision, employer paid life insurance, 403 b with employer contribution, PTO accruals, paid training, and more!
Make any day a payday! You work hard for your money, why wait to be paid!
JOB SUMMARY
The Records and Program Support Specialist, under the guidance of either the Administrative Support Coordinator or Department Director, will offer assistance in recordkeeping and organizational program support to designated Divisions/Programs. This role operates within a team framework, with tasks coordinated and assigned by the Administrative Support Coordinator or Department Director in response to support requests.
JOB FUNCTIONS:
Program/Service Management Support
- Provide file organizational support to the Arc Allegany-Steuben Departments and Programs as assigned.
- Operate office machinery and equipment and make notification of the need for repair.
- Assist in the maintenance of daily office operations as assigned.
- Assist with sorting and organization of agency internal and external mail.
- Manage Agency Badge creation and monitoring for Facilities.
- Maintain office supplies as assigned.
- Assist with managing scheduling of Conference Rooms and assist with large training groups as needed.
Data Entry
- Ensure accurate and timely data input across multiple systems.
- Responsible for data input with the ability to input data into agency systems with minimal errors.
- Maintain and update various documents, forms, and listings as designated.
- Organize and categorize data per agency protocols for easy retrieval and analysis for audits and other requests.
- Identify and resolve discrepancies or inconsistencies in data.
- Collaborate with team members to streamline data entry processes and improve efficiency.
- Participate in training sessions to stay updated on data entry software and techniques.
Reception
- Greet customers and visitors to the building and offer support as needed.
- Answer phones and direct calls to appropriate people.
- Receive and distribute agency faxes, receive and process packages, scan/send documents from mail to appropriate people.
File and Document Management
- Complete filing according to systems in place and ensure files are maintained in a systematic manner for departments as assigned.
- Assist the Administrative Supports Coordinator in maintaining and implementing the agency’s record management initiatives, as assigned.
- Complete review of files, and organize according to agency standards, for storage and retention in central storage areas.
Regulatory and Corporate Compliance
- Ensure compliance with regulations, agency policies and procedures.
- Ensure required documentation is complete, accurate and legible.
- Ensure all rules and regulations are followed with regard to highly confidential data.
- Provide input in the development and revisions of policies, procedures and agency forms as needed.
- Ensure Chain of Command is followed when necessary and instructions are followed as stated in policy and procedures.
Financial Management
- Ensure all expenses are approved and meet budgetary limitations.
- Receive and process payments for agency businesses.
- Manage Petty Cash expenditures and distribute funds as needed.
Person Center Services
- Maintain working knowledge of agency person centered initiatives and standards.
- Respect individual’s rights to privacy and confidentiality by appropriate use of written and verbal communications.
- Work collaboratively with others.
Physical Plant and Safety
- Ensure the site is a safe, clean environment and immediately address areas of concern.
- Communicate regularly with appropriate departments for building needs (Facilities; Business Operations, etc.)
- Maintain knowledge of fire evacuation plan and ensure plan is followed.
- Maintain an environment that encourages and facilitates optimal personal development.
- Ensure building security with opening and closing reception area access to building.
Contacts with Others
- Maintain effective working relationships with co-workers, other departments, service providers, community resources and others as appropriate on routine matters.
- Ensure that internal and external written and verbal communications regarding the agency are positive and reflect our mission, vision and values and respect the individuals’ right to privacy and confidentiality.
- Ensure customer concerns are addressed in a timely and professional manner.
- Respond to program request for records retrieval in a timely manner.
Additional Functions
- Participate in Agency initiatives and projects and public promotion of goodwill and interest in the Agency, as assigned.
- Represent the Agency with other organizations regarding Compliance and Record Management.
- Participate as a member of various agency committees and task forces as assigned.
- Work collaboratively with the Director of Corporate Compliance to ensure IT is aware of any needed agency database and other electronic system updates are performed systematically.
- Meet regularly (weekly) with supervisor to inform, consult, and coordinate current activities and job demands.
- Provide administrative support such as filing, data collection and entry, and clerical duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
- The person in this position must demonstrate conscientiousness, dedication, self-discipline, and a sense of responsibility.
- The person in this position has the ability to work independently, take initiative and prioritize multiple assignments with attention to detail and deadlines in a busy and highly demanding environment.
- The person in this position has the ability to establish effective relationships and work in a team environment to meet team and agency goals.
- The person in this position has the ability to exercise discretion in handling confidential information.
- The person in this position must have organizational and communication skills.
- The person in this position is able to operate a computer and other office equipment and is proficient in Microsoft Office.
- The person in this position must be proficient at data entry and database use.
EDUCATION AND EXPERIENCE:
- Associate degree or High School diploma with additional schooling preferred
- Over 2 years’ related experience required in HIPPA, data entry and collection.
ADDITIONAL QUALIFICATIONS/REQUIREMENTS:
- Valid driver’s license for the state in which the person resides.
- Acceptable safe driving record
- Will be required to enroll in LENS (Licensed Event Notification System).
- This position may require use of personal vehicle.
AUTHORITY AND ACCOUNTABILITY:
People: This position has no supervisory authority.
Operations: The person in this position is responsible for data entry, filing, scheduling and supporting others, as assigned.
Budget: This position has no budget responsibilities.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
