Administrative Assistant / Intake Specialist

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Job description

SUMMARY

Intake responsibilities include answering calls, emails, letters and conducting intake interviews with potential Protection & Advocacy (P & A) clients. Acquires and maintains up to date information on all program priorities and community resources. Coordinates work with managers, intake specialist team members and the Intake Team Lead.

Administrative assistance responsibilities include answering general Agency calls, greeting and referring clients to the appropriate person, providing information, opening and closing cases, and providing clerical assistance to the staff.

This position is funded by all P & A programs, including PAIMI, PADD, PAIR, PAAT, PAVA, PATBI, PABSS and CAP.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Intake Responsibilities

• Responds to incoming calls, obtains information, identifies and assesses the legal issues during intakes.
• Provides information, referrals, and technical assistance.
• Provides short-term assistance to people with disabilities, their family members, advocates, and others, which includes, but is not limited to, referral to other agencies and organizations.
• Maintains an expertise in all P & A program priorities and services and community resources.
• Logging intake information in the Disability Advocacy Database (DAD)
• Provides input for intake discussion at intake staff meetings.
• Maintains basic knowledge of current statutes, regulations, and policies affecting people with disabilities.
• Aware of and able to use People First Language.
• Perform work consistently aligned with Advocacy Principles and the Colorado Rules of Professional Conduct.

Administrative Responsibilities

• Answers telephone, email, provides information and referral, and performs initial intake, when appropriate.
• Drafts and/or processes general correspondence, minutes, reports and interoffice memorandums and takes minutes of meetings as needed.
• Performs copy projects and handles incoming and outgoing mail.
• Maintains knowledge of community resources and all Disability Law Colorado programs.
• Opens and closes cases.
• Opens office as assigned.
• Retrieves messages from voice mail and as needed routes them to appropriate staff member.
• Maintains filing system.
• Records client statistics.
• Maintains organization and neatness of the front office and supply room.
• Works with administrative team to provide creative solutions to problems as they arise.

OTHER DUTIES include the following:

• Provides input into program budget, as requested.
• Completes special projects as assigned.
• Records information and referral statistics.
• Maintains conference room and staff calendars.
• Other duties as assigned.

EDUCATION and/or EXPERIENCE

High School diploma or equivalent with at least one year experience in advocacy or services for people with disabilities or equivalent combination of education and experience required.

Bachelor's Degree and Paralegal experience is beneficial.

Bilingual (Spanish speaking) preferred

Customer service and experience in handling difficult people in a receptionist capacity with a multi-line system extremely helpful. Experience working with people with disabilities and/or service providers beneficial.

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.

• Ability to work independently as well as in a team.
• Ability and expertise in DAD.
• Exhibits an appropriate and professional public demeanor
• Must have excellent computer, project management and communication skills, and be knowledgeable about operating other office equipment.
• Knowledge of Microsoft Windows software, including Outlook, Word and Excel.
• Familiar with the Internet, social media and e-mail.
• Experience working in a similar office position.
• Possess a valid Colorado driver's license
• Able to regularly travel throughout Colorado by way of interstate highways and primary and secondary roads, including those passing through the mountainous terrain within the state and region.

LANGUAGE SKILLS

• Bilingual (Spanish speaking) preferred.
• Ability to read, analyze and interpret written intakes, legal documents and communicate effectively both verbally and in writing.
• Ability to respond to common inquiries or complaints from clients, regulatory agencies, or members of the business community.
• Ability to write speeches and articles for publication that conform to prescribed style and format.
• Ability to effectively present information to top management, public groups, and/or boards of directors.

REASONING ABILITY

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS
Paralegal certificate is beneficial.

PHYSICAL DEMANDS

The employee must be able to get to and from work and physically be present in the office. 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.

WORK ENVIRONMENT

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 quiet.

OTHER

• Equipment used including but not limited to: All office equipment, computer, fax machine, calculator, copy machine, scanner, and telephone system.
• Access: Stairs or elevator
• Travel: Some overnight travel required.

Job Type: Full-time

Pay: $35,000.00 - $41,000.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: One location