File-Documents Specialist

Self Help•Avon, MA

2d•Onsite

About The Position

Self Help Inc. is currently looking for an experienced File/Documents Clerk to join our team. Self Help, Inc. is a nonprofit Community Action Agency (CAA) created to help families and individuals stabilize and secure their lives through education, strategic assistance, and building opportunities in their communities. We provide a range of services for families and households across Southeastern Massachusetts.

Requirements

Must pass a criminal background check and other required clearances
Valid driver's license and reliable transportation is required
ability to open filing cabinets, bend or stand as necessary.
Must be able to lift 5 lbs.
Flexibility – able to easily adapt to new program guidelines and requirements, able to adjust to changing client, COA and vendor issues as they arise
Communication proficiency – able to explain complex program requirements in a manner that is understood by the clients, COAs and vendors
Client Focus –Maintain client and vendor confidentiality. Maintain agency and program ethical code of conduct requirements and personnel polies
Technical Capacity – must be proficient in use of LIHEAP database, utilize email, telephone system and ADP system
Collaboration Skills – able to work professionally with clients, COAs, LIHEAP team members and supervisor
Must posses’ ability to interact well with a cross section of the population, and to effectively communicate the guidelines as well as the documentation requirements for Fuel Assistance.
Must be able to effectively and respectfully communicate with all callers.
Must be computer literate and be able to work productivity in a fast-paced environment.
Must be detail oriented, accuracy is paramount for this position
Customer Service experience and skills

Nice To Haves

Bi-lingual candidates encourage to appy
Proficient in Excel

Responsibilities

Serves as the agencies’ primary point of contact for volunteer agency (COA’s) applications, and document controls for pulled files and incoming and outgoing mail
Fosters and maintains a positive, responsive working relationship volunteer agencies (COA) while preserving Program Guideline requirements.
Customer service – addresses concerns and complaints by clients, volunteer agencies and vendors; resolve issues in a timely manner that is consistent with program guidelines.
Enters volunteer agencies applications received within SHI’s service territory in a timely and accurate manner.
Files all application folders in their correct location.
Files in-coming documentation in proper client file.
Pulls any/all client files as requested.
Assists in handling in-coming and out-going mail, as needed
Serves as vendor contact person for emergency situations.
Provide back-up coverage to Reception during lunch hour, when primary team member is absent, and during peak periods.
Other duties as deemed necessary and appropriate.
Cover in the Absence of the Receptionist