Essential Duties:
Client Services Coordination:
· Answers main office phone line, transfers calls, process office mail and faxes.
· Assists clients, vendors, and the public in learning about and accessing agency services.
· Accepts and tracks both internal and external referrals for agency services.
· Contacts and prepares new clients for accessing services at Lifelong, including setting expectations, preparing for initial appointments, processing eligibility documents, and addressing barriers to services.
· Collects client’s eligibility documentation, scans to client files and updates database.
· Keeps all common areas tidy and welcoming, assist with preparing for office events.
· Manages front lobby, greets all visitors, and announces arrivals to staff.
· Escorts visitors and community members to appropriate work areas within office.
· Assists staff with the distribution of supportive services, such as medical transportation, food, and other items. Records supportive services into usage logs and/or database.
· Works with clients, case managers, and medical providers to reduce medical expenses and expand the network of contracted EIP providers. Ensures medical bills are billed to appropriate health coverage and assists clients in accessing a variety of financial assistance options. Educates clients and providers on health care utilization (Bellingham office only).
Office Coordination
· Collects requests for office supplies, complete office supply orders, and send for approval. Process receipt of office supplies to appropriate departments, ensuring all items are received. Follow up any missing or incorrect supplies.
· Collects concerns on shared office equipment, submit IT tickets and act as point person on all follow-up for IT tickets related to shared office equipment. Submits related reports on shared office equipment.
· Submits Facilities tickets and act as point person for facilities communication, working with Facilities Supervisor through completion.
· Facilitates vendor visits for delivering supplies, completing repairs and maintenance, and other needs.
· Trains all office personnel on office safety, including onboarding and running periodic safety drills. Inventory safety kits and order additional supplies as needed.
· Completes safety checklists for office and submit to safety committee, as required.
Core Competencies:
· Comfortable working with individuals along the entire continuum of diversity, including but not limited to varying abilities, race, class, gender identity, and sexual orientation.
· Demonstrated ability to work independently, be a self-starter, and maintain organization of competing priorities.
· Ability to communicate clearly and professionally in both verbal and written form: excellent customer services and networking skills.
· Proven ability to work collaboratively within a variety of systems while respectfully advocating with the appropriate parties for systemic improvements.
· Strong teamwork approach towards shared goals and high team morale.
· Proven ability to adapt to changing priorities and managing office workflow while maintaining strong client-centered care.
· Willingness to learn and grow as an employee, Lifelong staff person, and professional colleague, and to receive constructive feedback.
· Working knowledge of Microsoft Word and Excel and experienced in database entry and electronic document storage with a high level of accuracy.
· Demonstrates flexibility and adaptability.
· Demonstrated ability to work effectively under stressful conditions, exercising appropriate crisis management and de-escalation skills.
Education and Experience:
High School graduate or equivalent work experience and education
Previous experience in healthcare services office, advocacy organization or related employment.
Work Environment:
The position is in an office setting in either Bellingham, Everett, or Seattle.
The position requires a lot of time sitting at a desk and working on a computer; and it also requires the ability to life up to 15 lbs.
All staff are currently required to use personal protective equipment to prevent exposure to COVID-19, and proof of full COVID-19 vaccination is required upon hiring.
EEO Statement:
Lifelong is committed to creating an accessible, supportive environment and experience that recognizes diversity and cultural competence as integral components of what we do.
We are an Equal Employment Opportunity Employer and as such, we do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.
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DISCLAIMER: INTENT AND FUNCTION OF JOB DESCRIPTIONS
Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.
Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are an integral part of a compensation system, effective performance review system, related promotion, transfer, layoff, etc. decisions.
All descriptions have been reviewed to illustrate the job functions and basic duties, in addition to peripheral tasks or that could generally be considered as “other duties as assigned”.
In no instance, however, should the duties, responsibilities, and requirements be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. Requirements, skills, and abilities included have been determined to illustrate the minimal standards required to successfully perform the positions.
