Office Assistant - Intake and Assessment Unit

Office Assistant - Intake & Assessment Unit

Starting Salary: $42,193 - $50,632

This position will be providing general administrative support to members of the Intake and Assessment Unit staff to ensure overall efficiency in the operations of the Department.

Responsibilities:

• Prepare and send out Intake Packets for families in all three counties.  Send intake emails to the assigned case managers and Release of Information letters to families along with required forms.
• Prepare and scan records of those supported, scanning assessment records and documents of individual interested in services and assuring quality control of electronic files.     
• Coordinate activities for production, copying and distribution of reports.
• Prepare documents to accompany reports and prepare correspondence and documents as needed.
• Sort, copy, prepare, assemble and file reports and forms.
• Prepare and distribute correspondence, including certified mail, form letters, and other information for those served.
• Respond to telephone and e-mail requests and redirect as appropriate.
• Maintain office equipment.
• Maintain supplies and forms for Department.
• Review POS requests for accuracy.
• Coordinate corrections to POS requests if needed.

• Will provide back-up to front desk, if needed.
• Route all incoming and outgoing calls.
• Provide basic information regarding the GGRC and local offices.
• Update employee schedules and retrieve messages from voice mail box and distribute them accordingly.
• Greet visitors in a professional and courteous manner and informs staff of visitor arrivals.
• Ensure lobby and front desk are neat and professional in appearance.
• Participate in special projects, and assist with additional duties or tasks, as assigned by a supervisor, including, intake tracking.
• Maintain all client information as confidential in compliance with the federal Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the California Lanterman Act.
• Mails out application packets and scans upon receipt
• Tracks mailing date and receipt of application on tracker
• Assists with logging intake calls as needed
• Uploads documents for assessment social workers and verifies that they are in OnBase
• Assists social workers with sending out ROI requests to families to sign
• Other tasks as assigned by intake and assessment manager

Requirements

• High School Diploma or equivalent.
• 1+ year experience in office setting involving production typing, machine transcription, processing of documents, and a variety of general clerical duties.

Skills

• Written communication: ability to develop standard business communications, using proper grammar, spelling and punctuation
• Oral communication: ability to convey complex information and ideas in a clear, concise and professional manner
• Ability to operate basic office equipment, including scanners, copiers, faxes, phones
• Basic familiarity with MS Word®, MS Excel®, MS PowerPoint®, MS Outlook® or similar software applications
• Ability to use internal records system
• Ability to type 60 wpm
• Use of discretion and ability to maintain confidentiality

Competencies

• Customer service orientation
• Organizational skills
• Time management
• Attention to detail
• Adaptability
• Collaboration/teamwork
• Self direction
• Initiative

Desired Qualifications

• Coursework in Office Management or Medical Office Assistance
• Experience in multi-cultural settings and/or multi-lingual capacity

Benefits

What are the benefits to working with GGRC?

Generous Tuition Reimbursement Program that reimburses qualifying employees up to $10,000 per fiscal year.

We offer a comprehensive benefits package including Medical and Dental benefits with a generous employer contribution and additional employer paid Life, Disability and Vision coverage

10% employer contribution to a 403(b) retirement account to help you save for the future!

GENEROUS TIME OFF BENEFITS!!!

No really, we mean generous:

13 vacation days, 15 sick days, 10 paid holidays, 4 personal holidays, 3 winter holidays, and up to 5 paid days for continuing education

What makes GGRC so special?

GGRC values diversity, we believe in creating an environment where people of all backgrounds can collaborate to find solutions to complex proble