Administrative Specialist, SSA

Cuyahoga County Board of Developmental Disabilities•Cleveland, OH

4d•Onsite

About The Position

The Cuyahoga County Board of Developmental Disabilities (Cuyahoga DD) is seeking an Administrative Specialist to provide administrative and technical support for the Services and Support Administration Division, primarily supporting the functions of Intake & Eligibility. The role involves organizing and maintaining data systems, answering phone calls and initial correspondence, providing customer service to individuals seeking services and their families, gathering initial information to triage calls, explaining the application and eligibility process, processing eligibility applications, creating/updating individual records in database systems, assigning and routing individuals to appropriate staff, assisting with assignments to other departments, sending correspondence related to Intake and Eligibility, maintaining communication with Eligibility staff, supporting the eligibility process (scheduling assessments, talking to individuals/families, providing status updates, resending correspondence), updating and maintaining records in electronic systems (Gatekeeper, On-Base, and DODD's IDS), running and modifying reports, reporting trends to management, performing clerical/receptionist duties (scanning, faxing, filing, mailing), and managing office equipment and supplies for Intake and Eligibility staff. Frequent personal contact is required with staff, individuals, families, providers, community service agencies, and county and state agencies.

Requirements

High school diploma or GED.
Five years of secretarial or administrative experience.
Three years of computer applications experience Microsoft office suite.

Nice To Haves

Education in secretarial or business school beyond high school desirable.
Familiarity with Gatekeeper and DODD’s IDS systems preferred.
Bilingual Spanish candidate preferred, but not required.

Responsibilities

Organize and maintain data systems for efficient management of information and records pertaining to the Services and Support Administration Division, primarily related to Intake and Eligibility and including some aspects of Family Supports.
Answer phone calls and respond to initial correspondence directed to Cuyahoga DD Intake.
Provide excellent customer service to individuals seeking services and supports and their families, demonstrating empathy and understanding as appropriate.
Gather initial information in order to triage calls and identify situations which may need immediate assistance.
Explain the application and eligibility process and provide information about community resources that may benefit callers.
Process all eligibility applications received by Intake and create / update individual records in database systems.
Assign and route individuals contacting Intake to appropriate eligibility staff.
Assist with assignments to Support Administration, Family Supports, or other departments following eligibility determinations.
Send correspondence related to Intake and Eligibility, including welcome information, information about staff assignments, information about Family Supports Program, and eligibility determinations.
Maintain effective communication and work cooperatively with Eligibility staff.
Provide support when needed with various aspects of the eligibility process including things like scheduling assessments, talking to individuals/families, and providing status updates, resending correspondence, etc.
Accurately and thoroughly update and maintain records in electronic records systems including Gatekeeper, On-Base and the Ohio Department of Developmental Disabilities (DODD's) IDS system in order to ensure date integrity.
Run and modify routine reports and follow up as appropriate, including program and assignment closures.
Report trends or patterns to management team in order to determine whether timeline adjustments are needed.
Perform clerical/receptionist duties including scanning, faxing, filing, mailing etc. related to the eligibility process and manage/maintain general office equipment and supplies for the Intake and Eligibility staff.
Perform other duties as assigned.