Eligibility Support Coordinator

Position: Developmental Disabilities (DD) Eligibility Support Coordinator

Department: Developmental Disability Services

Pay Grade: $20.96-$26.52

General Position Summary

This position provides administrative assistance to the Developmental Disabilities Services Department (DDS). Primary responsibility is providing supportive and administrative services to the KCDDS Eligibility Team and KCDDS Leadership. This position also shares responsibility for optimizing processes for efficiency and effectiveness. Must be able to pass a DHS background check.

Essential Functions

The following may not be all inclusive and other duties may be assigned.

Provides administrative support to Eligibility team, as well as the KCDDS Leadership team.

Works closely with Eligibility team to ensure accurate and complete required documentation.

Perform numerous clerical, organizational, and office support tasks that may include filing, scanning and data entry. Assists with the preparation of reports and spreadsheets.

Provide back-up to other Support Coordinators.

Assist callers and office visitors by providing accurate information and referring them to appropriate personnel or community resources.

Coordinate on-site testing as directed by the Eligibility Specialist per Title 19 Admin Exam protocol.

Track eligibility and provisional client re-eligibility for OAR compliance with timelines.

Assist with open, thinned, closed charts of clients which includes creating new charts, thinning files, and filing documentation.

Gather and file ROI documents as they arrive and make Eligibility Team aware where all documents present.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education, Certification, & Experience

High school diploma or general education degree (GED).

Minimum of three (3) years clerical experience.

General knowledge of database management, web-based software programs, Adobe, Microsoft Office Software, and Web maintenance software is required.

Oregon Driver's License

Knowledge, Skills & Abilities

KNOWLEDGE OF:

• Policies & procedures development and maintenance
• Multi-line phone systems
• Basic medical terminology
• Case management processes and procedures.
• Electronic medical records, electronic health records and/or other health information related technology
• Scheduling processes and practices
• Record keeping and reporting techniques.
• Working within set timelines, meeting deadlines, organizing time
• Basic statistical record-keeping practices.
• Interacting with diverse individuals and groups face to face and by phone
• Modern office practices, procedures, and techniques
• Modern office equipment and machinery and their intended use
• A variety of computer systems and software, including web-based programs.
• English composition, spelling, and grammar.
• Word processing, database, and computer entry
• HIPAA privacy rules.
• HIPAA security rules and specific rules requiring more stringent record protections.
• Records retention record keeping and reporting.
• Intellectual and developmental disabilities.

SKILL IN:

• Competently performing the duties of this position with frequent interruptions.
• Supporting individuals supported by KCDDS, their families, providers, KCDDS and other county staff, and the general public in a courteous, professional manner
• Understanding, interpreting and applying department and program rules, procedures and policies with good judgment, while carrying out a variety of technical and administrative support duties. Applying newly assigned procedures and practices to specific work assignments
• Maintaining accurate and complete records
• Learning new tasks.
• Principles of cultural sensitivity.
• Obtaining facts and discerning relevant, significant information.
• Obtaining information needed to determine the status of individual, family, or provider circumstances or concerns.
• Entering data and numerical information into a computer system with speed and accuracy, and maintaining electronic records, files and databases.
• Assembling data and preparing summaries, analysis, recommendations, and reports.
• Preparing and maintaining a variety of records.
• Using computers and software programs.
• Performing a wide variety of difficult and responsible clerical and office support work.
• Prioritizing and organizing work responsibilities with and without deadlines.
• Teamwork - Balancing team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

ABILITY TO:

• Establish and maintain appropriate professional demeanor and boundaries at all times.
• Maintain the rights to confidentiality for all individuals in services and their families.
• Fulfill responsibility as a mandatory abuse reporter.
• Actively promote the mission and core values of KCDDS with professionalism, integrity, and dignity.
• Provide quality customer service
• Access and use various computer systems and software
• Accurately and effectively perform the various assigned tasks and duties following general procedure and program policies
• Understand and effectively follow oral and written instructions, communication, and procedures
• Communicate effectively both orally and in writing
• Follow departmental routines, procedures, and policies
• Demonstrate courteous behavior when interacting with visitors and County staff.
• Work independently, while recognizing when to reach out to supervisor for support and questions.
• Take personal responsibility for the quality and timeliness of work.
• Show up to work on time.
• Meet productivity standards, deadlines, and work schedules.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand; walk; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually loud.

Work Schedule

The normal work schedule is 40.00 hours per week; exact schedules is assigned by supervisor in conjunction with the KCDDS Leadership Team. It is the attendance standard of the employer that all employees be present and on time each shift they are scheduled to work. Full or partial absence during any scheduled shift, arriving late, or leaving early, for whatever reason, may result in disciplinary action up to and including termination of employment. Time off may be approved if allowed by applicable policies covering illness, injury, or other personal emergency.