The J

Compensation

Full Description

Summary: Provide administrative, accounts payable, and accounts receivable support to the director and staff of the Adult Day Center program. Position provides main customer interface to participants, families and guests as they enter the program facility or call with questions. Responsibilities: • Provide exemplary customer service to both internal and external customers. Answer customer inquiries about Adult Day Center program and services, typically via email and telephone. Greet customers and guests who enter the facility. Prepare and deliver outgoing communications to customers as needed (letters, phone calls, voicemail greetings, etc.) • Answer incoming calls and voicemails to the department promptly: log all calls and voicemails, delegate calls to appropriate team members, escalate calls as necessary, etc. Answer as many calls as possible to minimize those that go to voicemail. • In charge of participant record keeping and files. Create new participant files (both paper and electronic) upon enrollment; ensure all paperwork is completed, including all information related to billing. Maintain paper and electronic files throughout participation in program. Coordinate all discharge processing of participant file. Coordinate as needed with Accounts Receivable and ADC staff. • Track participant attendance statistics daily. Record in accordance with state, federal, insurance, and ADC guidelines. Prepare required reports. Print and place attendance report in participant files yearly and or upon discharge (if sooner). Work with the Transportation Coordinator to ensure attendance days are accurately tracked for make-up and billing purposes. • Record participant admissions and discharges. Prepare and send internal reports monthly. • Prepare and send out departmental billing in accordance with Accounting Department and funder guidelines (Medicaid, CACFP, MEAAA, VA, DMH, insurance companies, private pay, scholarship, rentals, etc.) • Track volunteer hours on a weekly basis, log into Excel spreadsheet, and submit monthly to Volunteer Coordinator. • Together with the Transportation Coordinator monitor daily transportation needs, prepare driver rosters, and other reports as requested. • Coordinate and record participant schedule changes. • Prepare monthly receipts and expense reports for approval and submission. • Compile and complete online purchase orders following J procedures. Manage office supply inventory and coordinate orders with Accounting. • Prepare deposits as needed following Accounting protocol. • Assist with preparation of grant proposals and audits as necessary. • Provide administrative support to ADC staff and director as needed. • Pick up and distribute departmental mail daily. • Fill in with program, working directly with participants, as needed. • Perform other duties as assigned by supervisor.