Job Summary:

The Program Coordinator will assist the Department of Programs and Accountability by providing support to staff within the Department. The Program Coordinator will also be responsible for prioritizing clients and arranging service deliver for the counseling program.

Duties and Responsibilities:

• Provide clerical and administrative support to staff in the Department of Programs and Accountability.
• Responsible for responding to referrals; assessing, and screening clients for service provision; and prioritizing clients based on need and policies and procedures.

• Maintain open line of communication and coordination with the ADRC, OAA Providers, and other community entities to receive referrals and refer clients for other needs.

• Confirm appointments for counseling sessions.

• Maintain accurate and current case files on each client as well as accurate data in both eCIRTS and Excel databases.

• Track completion of client forms and signature requests between counselors and active clients to ensure programmatic compliance.
• Complete routine telephonic contact to ensure quality of services.
• Complete reconciliation and billing for the OAA Counseling Program.
• Assist with intern training and onboarding.
• Maintain waitlist and active client spreadsheets including demographic, targeting criteria and other pertinent information.
• Run weekly and monthly eCIRTS reports and assist with data correction.
• Assist in Client satisfaction surveys including mailing of client questionnaires, client phone interviews and result analysis.
• Assist Program Managers with monthly, quarterly, and yearly General Revenue (ADI, CCE, and HCE) File Monitoring, including completing file monitoring review checklist, identifying needed corrections, and reviewing eCIRTS service activities and vendor billing.
• Assist in annual Programmatic Monitoring including completing file monitoring review checklist, and identifying needed corrections.
• Entry of EHEAP Applications for Pinellas County.
• Assist in quarterly monitoring of EHEAP applications.
• Assist with quarterly 1% client file reviews for OAA registered programs.
• Complete client service validation for OAA nonregistered programs on a monthly basis.
• Assist with Vendor Agreements renewals.
• Assist Service Analysts with inputting submitted and reconciled vendor billing into eCIRTS for ADI and CCE programs and perform data integrity review using eCIRTS reports.
• Assist Service Analysts with reconciling APS high-risk referral service provision with eCIRTS information and rectify service provision to be date specific, within program requirements.
• Use various software applications, such as spreadsheets and databases to assemble, manipulate and/or format data and/or reports.
• Assist with eCIRTS Data Management.
• Complete projects assigned by the Director of Program Accountability.
• Assist with regularly scheduled trainings conducted with vendors, providers and staff.
• Arrange and coordinate internal and external meetings.
• Participate in conference calls and meetings.
• Make follow up contact with clients requesting follow up with their current service providers. This includes follow up with the provider agencies.
• Work with programs to provide content for social media posts.
• Assist with annual DOEA monitoring visit preparation.
• Communicate professionally with clients, staff, providers, and community partners.
• Assist with projects as needs arise for other departments as coordinated through Director of Program Accountability.

Education:

High School/GED and experience with administrative support services. Experience working in a non-profit/human service/social services organization a plus.

Skills/Qualifications:

• Ability to communicate effectively with genuine concern, empathy, and compassion.
• Ability to work with older adults.
• Ability to relate well to the public and represent the Area Agency on Aging in a professional manner.
• Excellent organizational skills and ability to work independently with attention to detail.

• Experience and accuracy with data entry.
• Proficiency with Word, Excel, Adobe and E-Mail. Ability to learn program specific data bases.
• Ability to multi-task in a fast-paced environment
• Bi-lingual a plus

Special Requirements: Must pass DOEA Level II criminal background screening; must sign Medicaid Attestation Payroll Form per Department of Elder Affairs/AAAPP requirements. Must sign SMMCLTC Program – Prohibited Activities.

Equal Opportunity Employer:

At AAAPP, we take pride in providing equal employment opportunities to everyone regardless of their race, ethnicity, beliefs, religion, marital status, gender, gender identity, citizenship status, age, veteran status, or disability.Accordingly, the purpose of this policy is to reinforce our commitment to the creation and maintenance of a diverse workplace where equality, respect, and consideration for one another are the norm.

*Excellent Benefits*

No phone calls.
DF/SF WP EOE

Job Type: Full-time

Salary: $22.66 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Saint Petersburg, FL 33702