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May be required to practice social distancing/universal precautions, wearing of masks regardless of vaccination status, including daily temperature checks.
Job Title: Office Support Coordinator
Location: New Haven, CT
Status: Hourly: Full Time/Part Time
Department: Mental Health Services Program
Scope of Service: The office support coordinator serves in a support role to the emergency housing management team. The position works in collaboration with the office and program manager to carry out responsibilities of monitoring the waitlist, working with the CAN, processing admissions, discharges, check-ins, and sign-outs. The support coordinator assists in completing reports, conducting and completing health & safety checks, participating in groups as needed. The position supports the program to effectively enter HMIS & Netsmart electronic record data. The position works in collaboration with other team members to ensure this data is collected and entered in a timely manner according to contractual standards. EOE.
ESSENTIAL JOB FUNCTIONS
Office Support Coordinator:
- Establishes positive, respectful rapport and professional working relationship with clients, staff, and providers.
- Supports the office manager with updating the program waitlist to process admissions, discharges, check-ins, and sign-outs.
- Processes CAN referrals as assigned by the program and office manager to effectively liaison with the CAN to ensure priority waitlist maintained in accordance with contractual and procedural standards.
- Assists community providers with obtaining necessary documents for emergency housing applications.
- Supports the office manager with documenting in the HMIS & Netsmart electronic record systems collecting and gathering intake and discharge information.
- Prepares and executes daily, weekly, & monthly program utilization reports for management team.
- Prepares work orders for submission to the manager.
- Assists with monitoring charting compliance.
- Supports and assists emergency housing management coordinating and scheduling group calendars.
- Coordinates and oversees health & safety reviews for emergency housing tenants.
- Distributes and documents Food Shares.
- Monitors training compliance records and provides compliance reports to management team.
- Attends and participates in agency meetings, team and inter-disciplinary meetings as applicable, and CAN meetings as assigned.
- Completes quality assurance, health & safety, rounds, and shift and shift checks, as assigned in accordance with CoC policies & procedure.
- Responds to crisis situations and provides appropriate interventions as outlined in the agency policy for Nonviolent Practices.
Environmental Responsibilities:
- Maintains a clean, well-organized work environment, general office space, and resource boards.
- Ensures that all egresses and walkways are clear to support workplace safety.
- Collaborates with DeMarco Management with maintaining court yard lawn maintenance.
- Supports and assists CSP management with submitting monthly Foodbank statistics.
- Supports and assists CSP management with monitoring Foodbank inventory, office supplies etc. and submits orders for supplies as needed.
- Participates in fire and emergency drills, first aid supply checks, and reviews the emergency plan as outlined in agency policy. May be responsible for facilitating & documenting “surprise” drills.
- Completes other designated environmental tasks as assigned.
Quality Assurance:
- Adheres to policies and practices as outlined in the staff handbook and program operations manual.
- Consistently works in a respectful, constructive, professional, ethical, and cooperative manner with fellow staff and providers.
- Upholds all Health Insurance Portability and Accountability Act (HIPAA) regulations and secures all necessary releases of information for outside communication.
- Models culturally competent behavior interacting with clients, providers, and fellow
- Maintains accurate electronic records and case files as assigned and in accordance with programming, contractual, licensing, and accreditation requirements.
- Adheres to the standards of the Council on the Accreditation of Rehabilitation Facilities (CARF).
- Participates in agency committee work when available or as permitted.
- Completes all trainings as required per program contract and agency policy.
- Attends agency sponsored in-services, outside trainings, conferences and meetings to facilitate continued professional growth and ensure the quality of case management
- Maintains license in good standing for which services delivered are required.
QUALIFICATIONS:
- Bachelor’s degree preferred. Associate’s degree or equivalent with minimum 2-years’ experience in an office setting.
- Must be proficient in navigating electronic healthcare databases.
- Demonstrates proficiency in Microsoft Excel and electronic record keeping.
- Strong oral and written communication skills required.
- Valid driver's license required. Reliable vehicle required in community-based positions. Employee must maintain the minimum required CT State automobile liability insurance on personal vehicle.
- First Aid/CPR certification or willingness to obtain certification within 90 days of hire. Employee is responsible to maintain ongoing certification.
Emergency Housing: New Haven, CT-
- FT 2nd Shift Days and Hours TBD (2)
- PT 1st Shift Days and Hours TBD
Bilingual Preferred
Excellent benefits, PTO, and generous matching 401(k) plan including 12 paid holidays.
Job Type: Full-time
Salary: $22.50/Hour
Job Types: Full-time, Part-time
Pay: $22.50 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Referral program
- Retirement plan
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Education:
Experience:
- Clerical: 1 year (Preferred)
- Microsoft Office: 1 year (Preferred)
License/Certification:
- First Aid Certification (Preferred)
- CPR Certification (Preferred)
Ability to Commute:
Ability to Relocate:
- New Haven, CT: Relocate before starting work (Required)
Work Location: In person
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