Case Management Administrative Assistant

Company Overview

Westbay Community Action is a non-profit organization serving the people of Kent County for over 50 years. We focus on empowering individuals to achieve greater self-sufficiency and improve their quality of life through a wide range of supportive services and programs. We are seeking a dynamic and organized Case Management Administrative Assistant to join our team. This role will provide administrative, operational, and client support for Senior Services and Case Management programs. The candidate will be responsible for organizing and processing Senior Services applications, reviewing and verifying information for completeness and compliance with program guidelines, and maintaining accurate records. The candidate will serve as a resource for clients by providing information regarding available programs, services, and eligibility requirements. Also, support supervisors and the director through administrative coordination, report preparation, data management, scheduling, program tracking, and special projects to enhance departmental efficiency, compliance, and service delivery. If you thrive in a fast-paced environment, enjoy helping others, and excel at multitasking, this opportunity is perfect for you!

QUALIFICATONS

• High School diploma or equivalent required
• Experience in senior services, case management, or a related field is preferred
• One year of experience in data entry, experience with Wellsky data entry system preferred
• Strong working knowledge of modern office communications, including email, voice mail, computer systems, and the ability to operate various office equipment, such as computers, fax machines, and photocopy machines
• Notary Public, preferred
• Pass a BCI clearance
• Valid driver’s license and reliable transportation required
• Must maintain appropriate auto insurance coverage

SPECIFIC DUTIES

• The duties listed are the primary functions of the job and are not intended to be all-inclusive. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.
• Maintain a good working relationship with co-workers, clients, and other organizations relevant to the Senior Services and Case Management programs
• Coordinates all activities related to the processing of referrals, verification of income, and certification of eligible households
• Assure the confidentiality of all records/applications for Senior Services and Case Management clients
• Accurately and timely enter client information into the tracker database Organize all pending and completed referrals
• Open, distribute, and process incoming mail, faxes, and electronic correspondence related to program operations.
• Assist in verifying and reviewing all referrals. Assuring that they adhere to the program guidelines
• Maintain open lines of communication with clients to ensure timely and accurate completion of documentation
• Answer telephone calls, respond to inquiries, and provide information regarding agency programs, services, eligibility requirements, and community resources
• Greet and assist walk-in clients, ensuring they receive appropriate support and referrals to Senior Services Case Managers and other agency resources
• Maintain a thorough understanding of program guidelines, policies, procedures, and regulatory requirements outlined in the Senior Services Manual
• Monitor and maintain office supplies, equipment, and inventory; prepare supply requests and reorder recommendations for supervisory approval
• Maintain Westbay’s Case Management office machinery
• Collect, compile, analyze, and maintain data for weekly, monthly, quarterly, and annual reports required by management, funding sources, and regulatory agencies
• Educate clients, families, and community members regarding agency services, resources, and available programs
• Assist supervisors and directors with report preparation, program monitoring, performance tracking, data analysis, and quality improvement initiatives
• Assist with special projects, strategic initiatives, grant-related activities, audits, and program evaluations as assigned by supervisors or directors
• Assist in the onboarding and training process with new staff on departmental procedures, program requirements, data systems, and administrative processes

PHYSICAL REQUIREMENTS

An employee must meet the physical demands described here to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to sit, talk, and hear. The employee must frequently use hands, fingers, handle or feel objects, and reach with hands and arms. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 lbs. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The environment is a business office environment and community/state-based organizations. Universal standard precautions are necessary due to the potential exposure to blood-borne pathogens, respiratory infections, and other biohazardous materials. This position requires the individual to have their own transportation, a current unrestricted license to drive, and documented auto insurance.

Westbay Community Action, Inc. is an equal opportunity employer. All employment related decisions are made on a non-discriminatory basis and in full compliance with federal, state, and local laws prohibiting discrimination in employment.

Pay: $19.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $19