Office Support

Work at TASC•Rockford, IL

2d•Onsite

About The Position

The Office Support position provides administrative support for TASC program offices. This position provides specialized clerical and office functions requiring detailed knowledge of Agency procedures; as well as performing routine and varied clerical functions. This position requires a broader understanding of Agency operations, and possession of skills necessary to complete specialized job responsibilities.

Requirements

High school diploma or general education degree (GED)
Knowledge of administrative and clerical procedures and systems such as word processing, file management
One years of related experience
Ability to support a culture of diversity, equity, and inclusion
Ability to effectively work as a part of a professional team
Ability to effectively present information in one-on-one and small group situations to clients, co-workers, providers, etc.
Professional attitude and customer service skills
Demonstrates proficiency in Microsoft Office Suite
Effective written and oral communications skills

Responsibilities

Provides administrative support for agency staff and clerical support to programs as needed, including but not limited to photocopying, printing, and faxing documents.
Prepares closed files for archiving and maintains organizational log.
Maintains urinalysis log and distributes toxicology supplies.
Maintains the schedules of all staff that report to assigned office.
Answers incoming calls, emails, and other communication in a professional manner and ensures incoming communication is routed to the appropriate staff in a timely manner.
Manages and ensures the cleanliness of the office reception area and office equipment.
Responsible for office equipment, including the scheduling of repairs and maintenance for all computers, copiers, fax machines, etc.
Maintains and orders office supplies on a monthly basis
Assist in the completion of the monthly report
Enter data into the internal and external Management Information Systems
Consistently evaluate work processes to determine if changes are needed to meet client expectations.
Participates in professional development trainings/webinars
Provides coverage for other agency programs/sites as needed
Ensure that confidential information relating to the organization, its staff, and clients is kept confidential
Be an excellent steward of TASC, modeling the core values of the organization
Achieve weekly Service Hour goals on a consistent basis.
Schedules clients with the appropriate program staff/clinicians for assessments and potentially other services.
Orients the client to TASC’s service, processes, and ensure the client is set up for success in terms of their start with services for TASC.
Promptly responds to incoming referrals (fax, phone, email, etc.) and inquiries from clients, referral sources, family, etc.
Obtains and inputs the necessary demographic and insurance information required for registration into TASC’s electronic client record (ECR); makes outbound calls to referrals and clients when follow-up is needed.
Schedules clients with the appropriate program/clinical staff based on an initial screening of referral sources, needs, geography, and other information.
Orients new clients to TASC, ensuring completion of proper forms, educating clients on what to expect, what they need to know, who they can reach out to, answering any questions the client may have about TASC.
Provides customer service to referral partners and clients, anticipating their needs and resolving their questions/concerns, and helps facilitate smooth flow of customer phone calls.
Develop effective working relationships with referral sources, including but not limited to representatives of the criminal justice system, family members and friends, insurance companies, and community and service providers.