ESSHI Office Coordinator

POSITION SUMMARY:  Provides business administration support to ESSHI team members and tenants to ensure day to day operations run smoothly.  Oversee ESSHI data collection and utilization to meet requirements of NYSDOH grants gateway data submission.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Assist team members and participants with appointment scheduling/paperwork.
• Assist with supportive document collection for referral and/or subsidy calculations.
• Create and maintain ESSHI tenant roster.
• Create and maintain ESSHI participant touch counts and provide feedback accordingly to designated staff.
• Works in conjunction with Program Manager to produce quarterly reporting documentation to submit to NYSDOH.
• Ensure timely and accurate task completion.
• Timely documentation of participant conversations and interactions.
• Participant meal tracking utilization reporting.
• Create and update monthly wellness center invoice.
• Update and provide prompt delivery of subsidy participant letters.
• Monitor office supply inventory and ordering accordingly.
• Maintain inventory list of ESSHI provided unit furnishings/household items; review on arrival and exit from ESSHI program.
• Maintain files both electronically and in paper by utilizing an effective filing systems to ensure chart order.
• Complete and deliver appointment reminders on behalf of care navigators/wellness coach.
• Monthly auditing of paper charts to ensure chart order and neatness.
• Maintain a clean and organized office environment and conference room to include, but not limited to, garbage removal (daily), vacuuming (weekly), and surface wipe down (daily).
• Sort and deliver mail and interoffice mail/memos within 24 hours of receipt.
• Assist team members with answering phones and message taking when they are away from their desk.
• Biweekly ePACE Medicaid verification check for all participants.
• Backup to Resident Support Driver utilizing provided ESSHI vehicle.
• Provide backup rounding when Resident Support Driver is not available.
• Maintain office while team members are unavailable during in person and virtual meetings.
• Maintain missed punch forms by person and by date in chronological order.  Upload and scan to CWP_Payroll@cwpinc.org on Mondays.
• Monitor and follow up on participant maintenance requests.
• Ensure participant units are move in ready with startup kits supplied; notification to Program Manager if supplies are needed prior to move ins.
• Maintain professional and unbiased boundaries with participants.
• Utilize Director of Senior Living Operations and/or VP of Home and Community Based Services when Program Manager is not available for any decision making.
• Manage calendars of all team members for appointment scheduling
• Perform all other duties as directed by the Program Manager/Director/VP HCBS.

QUALIFICATIONS/EDUCATION/EXPERIENCE:

• High School Graduate/GED
• Minimum of 2 years office management experience/housing experience.
• Medicaid program knowledge: applications & recertification’s.
• Basic knowledge of Microsoft Office (Windows, Outlook, Adobe Acrobat, Word, Excel).
• This position does have regular and substantial unsupervised or unrestricted physical contact with individuals receiving services and is required by law to be fingerprinted for a criminal history record check.
• Travel is required. Must have a valid NYS Driver’s License and reliable transportation.
• Must possess the ability to make independent decisions when circumstances are warranted.

WORK ENVIRONMENT/HAZARDS:

• Job related tasks do not involve exposure or potential exposure to blood, body fluids, or tissue and Category I tasks are not a condition of employment. 
• OSHA Exposure Category III

PHYSICAL DEMANDS:

Stands, bends, drives and walks most of the day. Must have good eye sight to ensure

Safe navigation of fleet vehicles. Will assist individuals entering and exiting the Vehicles.