Office Services Supervisor jobs in Fairbanks, AK

SUMMARY:

The Program Office Coordinator is responsible for daily coordination of the Senior Services program providing center-based services, home-based services, and providing administrative support.    The Program Office Coordinator assists the program Director to verify that services meet federal, state, and agency guidelines and regulations. The Program Office Coordinator assists the program Director to ensure that individuals and families, utilizing department staff, receive support and direction in providing care for their senior experiencing Alzheimer’s disease, related dementia or physical frailty. This position has the responsibility of managing participant files in accordance with established policies and procedures, state and federal requirements.

DUTIES AND RESPONSIBILITIES:

1. Data entry, utilizing various department and State databases for the program.

2. Processes ADC Medicaid billing and case notes.  Processes billing for the ADC, SIH, and NFCSP including tracking of funding codes.   3. Processes timesheets and inputs in electronic HRIS.

4. Completes case note verification.  

5. Conducts assigned program related tasks such as monitoring/coordinating staffing schedules, availability of on-call.

6. Receives and welcomes guests or visitors, directs them to the proper office and/or assists in determining to whom they should be directed.

7.Receives and transmits messages between agency staff, consumers, and public.

8. Processes new referrals.

9. Maintain participant files in accordance with agency procedures, state and federal requirements.

10. Responsible for archiving and destroying files, in accordance with agency procedures, state and federal requirements.

11.  Maintains and orders program office supplies.

12.  Assists other administrative and general staff in areas to include filing, copying, faxing, keyboarding, setting appointments, and conducting reference checks.

13.  Assists the Director as needed for day-to-day office coordination.

14.  Maintains scheduling of department vehicle usage and reports.

15.  Maintains and distributes the monthly ALH Vacancy list for Fairbanks and North Pole.

16.  Provides backup support to Reception counter as requested.

17.  Participates in agency events.

18.  Attends training sessions, in-service seminars, and workshops and staff meetings.

19.  Responsible for maintaining training compliance in accordance with FRA policies and procedures, state and federal regulations.

20.  Performs other duties as assigned.

 MINIMUM EDUCATION AND EXPERIENCE:

1. High School Diploma or equivalent.

2. Two years prior office work experience, preferably in human services or related field.

3. Two years computer experience using Microsoft Office applications, including Excel.

4. Must meet agency insurance criteria for operating agency and personal vehicles on agency business (21 y/o and licensed 3 years).

 KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

Demonstrated ability to communicate effectively and professionally with participants, families, other agency staff, and community members is required.  Must be detailed oriented with excellent writing and verbal skills. Ability to communicate effectively with staff and identify issues needing attention as they occur.  Ability to problem-solve and negotiate coverage for services is essential.  Establishing work priorities and performance of required tasks without direction is essential to meet monthly requirements.  Must possess the knowledge and ability to utilize an electronic medical record (EMR) system and have the ability to learn new software and hardware applications, including Microsoft Office applications and accounting software.   Must have reliable transportation and maintain a good driving record.

 LICENSES/CERTIFICATIONS REQUIRED:

Alaska Driver’s License

Certification in Adult CPR

Certification in First Aid

Geri-Care Certification

 IMMUNIZATION REQUIRED:

Annual PPD Test

Hepatitis B immunization (or) Waiver

 WORKING CONDITIONS:

Medium Work:  Exerting up to 50 pounds of force occasionally and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

 PHYSICAL ACTIVITIES:

Lifting:            Raising objects from a lower to a higher position or moving objects horizontally from position-to-position.

Talking:           Expressing or exchanging ideas by means of the spoken word.   Those activities which demand detailed or important instructions spoken to other workers accurately, loudly or quickly.

Driving:           Minimum standards required by State Law (including license).

 ENVIRONMENTAL CONDITIONS:

None:              The worker is not substantially exposed to adverse environmental conditions (such as typical office or administrative work)

 Ability to embrace and foster the company culture of hard work, accountability and positive results for individuals receiving support.

Fairbanks Resource Agency shall abide by the requirements of 41 CFR 60-741.5(a). This regulation prohibits discrimination against qualified individuals on the basis of disability, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified individuals with disabilities.   

Equal Employment Opportunity

We are an equal opportunity employer.  Qualified individuals are considered for employment without regard to race, sex, sexual orientation, color, religion, sex, national origin, age, marital or changes in marital status, veteran status, medical condition, or disability.