SCO Clerical Support

Summary

This is a full-time non-exempt position that performs confidential clerical support to the SCO Department of WCSI working closely with the SCO Program Director and SCO Managers. Essential duties, include various tasks and assignments that support the SCO Department. This position may also be requested to provide support to other departments within WCSI. This position is expected to maintain strict confidentiality with all duties and responsibility. Primary work hours will be Monday through Friday, 8:30am to 4:30pm with a 30-minute lunch (37.5 hours/week) unless otherwise agreed upon.

Compliance:
Adheres to WCSI, County, State and Federal regulations governing Office of Developmental Programs service provisions. Attends specially designed training programs provided through WCSI, County, State and Federal agencies. Maintains client specific data necessary for auditing purposes by management and compliance purposes. This position is required to meet all timelines associated with paperwork processing and distribution as outlined by regulatory bodies.

This position requires the employee to perform their daily job duties and responsibilities in a structured work environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Includes the following, (other duties may be assigned as deemed necessary by management):

Administrative/Clerical Support:
• Provide full range of secretarial support to the SCO Program Director that may include internal/external confidential correspondence when requested.
• Provide support to SCO management staff when assigned or requested by SCO Program Director
• Collect and coordinate information for distribution, type letters, memos, agenda, meeting minutes, and reports as assigned by the SCO Program Director
• Maintain documents and perform other duties specific to special projects for the SCO Program Director
• Prepare various confidential department reports as assigned utilizing the most appropriate software programs (Microsoft Office: Word, Excel, PowerPoint, and Outlook) (Survey Monkey, HCSIS, or other required systems) providing initial analysis of report data for correctness and applicability.
• Participate in agency internal and external committees and other agency activities as requested. Work as a team member to promote the agency’s vision and mission and to achieve departmental and organizational goals.
• Utilize reports from Paychex Flex Time and Labor system on a monthly basis for compliance monitoring purposes of service provisions.
• Arrange and coordinate hotel reservations, conference registrations and travel arrangements for SCO staff in accordance with WCSI policy.
• Manage, review, and submit gas receipts and mileage reports for department’s vehicles in accordance with fiscal requirements.
• Prepare, submit, and maintain all purchase requisitions for department staff.
• Manage and distribute as appropriate petty cash funds for the SCO Department, including balancing with fiscal department.
• Complete vacancy notices for the SCO department and distribution as appropriate.
• Pulls and send reports from “Survey Monkey” created by SCO mentors for newly hired department staff.
• Maintain and update office 365 Planner “SCO Communications” with new Bulletins, Announcements, Notices, and members for the SCO Program Director on a weekly basis and as requested.
• Schedule and facilitate monthly SCO Communication meetings with appropriate staff with the responsibility to guide the meeting process to stay on course and focus the members to reach the agreed-upon meeting goals and document appropriately.
• Provide administrative support to the SCO Director with scheduling, documentation and maintaining materials relating to Performance Based Contracting.
• Provide administrative support to the SCO Director with all things related to Enterprise Case Management system.
• Provide administrative support for the SCO Department with Departmental Case Reviews, which include processing referrals, creating TEAMs with required documents, scheduling meetings with appropriate staff and filing related documents.
• Provide administrative support for BH and SCO Departments with Interdepartmental Case Reviews, which include processing referrals, creating TEAMs with required documents, scheduling meetings with appropriate staff and filing related documents.
• Provide administrative support for creation of and update to performance standards documents annually and as needed for the SCO department using “Survey Monkey.”
• Monthly track performance standards data for each SCO SC and each SCO team.
• Coordinate and schedule “Three-week communication meetings” with new SCO employees for the SCO Program Director along with sending corresponding documents.
• Serve as back up to SCO clerical when necessary and cross-train in all primary job responsibilities of each position when needed.
• Provide administrative support for SCO outreach activities and events as directed by SCO Director.
• Coordinate and maintain outreach activities and events materials for the department which include stories, photos, and signed releases to be used for WCSI board reports or annual report.
• Gather appropriate information to create and distribute a monthly calendar that include all pertinent events and meetings for the SCO Department.
• Monthly create dashboard reports for SCO department providing initial analysis of report data for correctness and completement
• Participate in agency internal and external committees and other agency activities as requested. Work as a team member to promote the agency’s vision and mission and to achieve departmental and organizational goals.
• Order, maintain and distribute office supplies for SCO and EI departments with appropriate budgetary considerations.

General Duties:
WCSI Visitor Monitoring (daily) (joint responsibility)
• Monitor WCSI security/visitor camera.
• Greet and direct visitors to their WCSI contact, department, or appointment.
• Enforce WCSI’s visitor protocol; signing in/out all visitors, formal tracking of visitors, and administer visitor badges.
• Position is responsible for professional engagement with community members, individuals, provider staff, employees of WCSI, and outside professionals.
Electronic Filing (daily) (joint responsibility)
• HIPAA compliant role that is responsible to direct all necessary documentation and correspondence to Medical Records received and/or prepared by department staff.
• Once documentation and correspondence are scanned, this position verifies receipt of electronic documents.
US Postal Mail (daily) (joint responsibility)
• Review all incoming division mail, determine time sensitivity, and distribute to appropriate division employee.
• Responsible for handling and posting prioritized mail.
• Prepare mass mailing, mail merges, and postal distribution.
• Assist if requested the review of available postage machine funds.
Office Telephone System (daily) (joint responsibility)
• Answer calls, take messages and/or refer calls to appropriate parties.
Other Various Duties
• Assist if requested with the office equipment for the use of the division, copiers, printers, scanners, fax machines, etc. Relay equipment related issues to IDD Administrative Assistant
• Modify, edit, and create spreadsheets with requested data from IDD Division management. Navigates electronic state systems for spreadsheet data (as needed)
• Adhere to and update with approval as needed all clerical related job tools. (as needed)
• Familiarity and use of Microsoft: Word, Excel, Outlook, TEAMS; OnBase (internal electronic filing); State Database: HCSIS and Pelican; MiApps; SharePoint; Clientrek; WestCoCis; Paychex Flex; Lobby Camera; Capture Perfect; IDD Copiers/Scanners/Fax machines; My Learning Point, Postal machine.
• Notify appropriate staff concerning office and equipment maintenance needs and prepare work orders when necessary.
• Provide support as needed for conference room requests which include reservations, set-up, refreshments, and clean-up.
• Prepare and post office communications to the public and employees when scheduled or requested.
• Assist SCO employees when urgent need of vehicle requires assistance of other departments.
• Maintain strict confidentiality with all duties and responsibility.
• Perform assigned duties with a minimum of supervision.
• Identifying problems and implement or recommend solutions.
• Independently interpret and apply agency policies and department procedures within limits of authority.
• Communicate and interact effectively with agency staff, county staff, provider agencies and the general public in all types of communications.
• Learn and adapt to new technology as it relates to office practices and procedures.
• Ability to successfully manage multiple work projects and day to day responsibilities, despite daily interruptions.
• Additional duties as deemed necessary and assigned by agency management staff.

Daily functions of this position require a high degree of proficiency and accuracy in receiving documents through various methods, analyzing each document for content to determine if acceptable for distribution. This is by various methods to supports coordinators, administrative personnel, families, consumers, and outside professionals. This distribution also requires professional engagement on a regular basis with this group of individuals. Engagement includes in person, by phone, by email, and by virtual means as needed to perform these day-to-day functions. This role completes tasks that focus on quality assurance responsibilities within various internal and external data base systems. Demonstrates the ability to report problems to supervisor and contribute to resolving them. This position needs the ability to prioritize work assignments to meet deadlines, work as a team to achieve division goals and communicate effectively using good judgement and appropriate demeanor.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:
Bachelor’s degree with one-year experience in advanced clerical support or High School diploma with 4 years of clerical office experience, or an equivalent combination of training and experience performing advanced clerical work with administrative responsibilities. Must demonstrate the ability to establish and maintain effective working relationships within the Agency as well as outside entities. Proficiency in Microsoft Office: Word, Excel, PowerPoint, and Outlook are required.

Language Skills:
Knowledge of business communication, punctuation, arithmetic, and spelling, new technology as it relates to office practices and procedures, recordkeeping methods, and knowledge of departmental regulations and procedures.

Certificates, Registrations, Licenses:
Valid PA Driver’s License, Proof of Valid Auto Insurance, Act 34 (Criminal Record), and Act 33 (Child Abuse) and FBI Clearance. There will be monthly screenings of PA Medicheck List, LEIE (List of Excluded Individuals/Entities) and SAM (System for Award Management).

Other:
As a requirement of employment, certain personal information (Birth Date, Driver’s License, Diplomas, Transcripts, etc.) can be shared in a confidential communication as related to regulations, licensure and/or insurance carrier contracts.

As with all WCSI positions, this position will adhere to all random drug screening requirements, as set forth by WCSI Policy.

ENVIRONMENT, PHYSICAL and MENTAL CONDITIONS

Physical/Mental Demands:
While performing the duties of this job, the employee is regularly required to operate a motor vehicle, sit, stand, walk, bend and lift objects of up to 10 pounds. The employee regularly uses a computer, phone, fax, copier, and other essential office equipment to carry out daily work assignments.

Work Environment:
While performing the duties of this job, the employee regularly works in an office environment, and is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

REASONABLE ACCOMMODATION
It is WCSI’s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with disabilities.