Flex Intake Coordinator/Administrative Assistant

Opportunities for Williamson and Burnet Counties•Georgetown, TX

About The Position

The Flex Intake Coordinator/Administrative Assistant is responsible for performing the programmatic coordination functions of the Community Service Programs. The position reports to the Program Director and operates under moderate supervision, with limited latitude for independent judgment, discretion, and initiative.

Requirements

High School diploma or GED.
Must have excellent customer service skills and experience with face to face, written and verbal communication.
Must have customer service experience with face to face, written and verbal communication.
Prefer 1 year experience working in an office environment with a team and working independently.
Required one (1) year of experience with Microsoft Office 365, Outlook, SharePoint; prefer one (1) year of Adobe DC experience.

Nice To Haves

Prefer one (1) year of social services or related experience.
Preferred Bilingual in English/Spanish

Responsibilities

First point of contact to ensure applications are prepared, tracked, reviewed for missing documents, client is alerted of their application status, information is addressed in the database, and applications are transitioned to Intake Processors. Accuracy is Essential
Co-manage Outlook email inboxes for Community Services programs.
Ensure all Community Services open applications are being addressed and coordinated daily.
Monitor vendor contracts and establish the ability to set up new vendors in the system, make changes to vendor contracts as needed, verify vendor information for accuracy, and update tracking.
Back up Receptionist Intake Coordinator in order to ensure client needs are addressed via phone, in-person walk-in, email, fax, and online inquiries.
Deliver program requirements and information to clients, answer frequently asked questions regarding the program process, and provide referral information with kindness, grace, and understanding.
Provide support and process CEAP applications as needed or directed by the Program Director
Address Application Tracker pending processing.
Secure documentation and upload into an electronic file
Update database
Determine financial qualification and Priority Rating of applicants.
Request Bill and History from vendors
Determine Benefits eligibility.
Provide a determination pledge to the vendor and a determination letter to the client.
Collaborate with Program Director regarding cancelled and/or clients no longer in the service area.
Maintain correspondence with energy vendors.
Maintains forms, tables, and unique types of correspondence with vendors.
Contact clients on an as-needed basis to clarify information provided.
Perform duties according to program guidelines, policies, and procedures as determined by OWBC and programmatic rules determined by TAC
Provide other program options or funding benefits to clients per individual household qualifications.
Attend one-on-one meetings with the Program Director
The position must obtain an understanding of the rules, regulations, and program requirements of the CEAP & CSBG programs as provided by the program director.
The position must obtain knowledge of all benefits provided by Community Services, as provided by the program director.
The position must obtain the knowledge to complete an application and gain the internal knowledge of how an application moves from intake to processing for each line of service through OTJ training.
The position must obtain general knowledge of all services provided by the agency (OWBC) and maintain immediate access to how to provide referrals as provided by the program director.
Attend all scheduled meetings for one-on-one, team, and program.
All employees are expected to adhere to OWBC ethics expectations.
Must be able to cooperate and work effectively with others.
Must be diplomatic, honest, and fair.
Regular and punctual attendance (8:00 a.m. to 5:00 p.m.) is an essential function of the position.
Perform other duties as assigned or as they become apparent.
Position may qualify for remote or hybrid work as determined by the Program Director