JOB DESCRIPTION

Colorado DBS Office Administrator

Job Summary:

Thisposition operates as part of the Colorado Disability Benefits Support Program team. As a Colorado DBS Office Administrator, this position provides administrative support to the Colorado DBS team assisting individuals with disabilities in applying for Social Security Administration disability programs and Medicaid-related services. This position manages the general phone line, fax transmissions, and logistics for training and capacity building activities provided by Colorado DBS. The position is also responsible fora variety of reports and record keeping. The Office Administrator works directly with the Board of Directors to record meeting minutes and provide ongoing communication. The Colorado DBS Office Administrator reports to the Colorado DBS Executive Director.

Essential Functions:

  • Use Microsoft Office applications to document meeting minutes, track and report Colorado DBS data, and correspond with community partners, customers, board directors, and committee members.
  • Communicate via face to face meetings, electronic communication and telephone with Colorado DBS customers inquiring about services.
  • Establish positive relationshipswith medical records custodians through face to face, electronic and telephone communication to acquire necessary medical documentation for Supplemental Security Income (SSI) and Social Security Disability Insurance (SSDI) applications
  • The ability to arrange meeting event logistics to secure space, manage online medium, food, and equipment necessary for successful completion of meeting and training activities.
  • Organize and file Colorado DBS meeting documentation, medical records, faxes, emails, and customer records.
  • Provide basic need connections (housing, food, medical care) for individuals with disabilities who have unmet needs.
  • Ability to order supplies and provide assistance with financial record keeping
  • Ability to participate in board ofdirector and committee meetings and to record, document and file meeting minutes

Qualification Requirements:

The requirements listed below are representative of the knowledge, skills and abilities desired. Reasonable accommodations will be made to enable qualified individuals with a disability to perform the essential functions of this position.

Education and/or Experience:

Certificate in Office Administration, Bachelor’s degree, OR 3 years’ experience working in an office environment.

Customer Service Skills: Superior customer service skills. Ability to communicate with individuals who may be angry, depressed, experiencing memory problems or other challenging behaviors. Cultural sensitivity: must possess the knowledge, skills, attitudes and beliefs that enable to work well with, respond effectively to, and be supportive of people in cross-culturalsettings.

Reasoning Ability:

Ability to prioritize competing demands, projects and/or assignments to meet outcomes and designated timelines. Ability to listen and describe customer needs and identify Colorado DBS services to meet the individual’s needs. Ability to understand and practice confidentiality policies, initiate projects and work with minimal supervision.

Mental Ability:

The Office Administrator is regularly required to describe DBS customer needs, recall details and to concentrate on items at hand. Ability to learn and match Colorado DBS services with customer needs. The Office Administrator is frequently expected to think clearly, complete work within deadlines, deal with interpersonal conflicts, and work with frequent interruptions. Ability to develop and implement procedures, plans, and projects under the direction of the Executive Director and in collaboration with others.

Stress Level:

Moderate to High

Physical Demands:

No additional physical demands are anticipated other than those described above.

Required Skills:

  • Proficient with Microsoft Office applications (Excel, Microsoft Word, Outlook)
  • Ability to record and summarize board meeting notes & materials
  • Ability to prioritize competing demands, projects and/or assignments to meet designated timelines.

Work Environment:

The noise level of the office working environment is low to moderate. There is a low to moderate amount of travel: local and statewide. This position can include meeting in medical provider offices, SSA offices and entering data electronically outside of the office environment using an Internet connection and portable scanner.

Reasonable accommodations will be made to enable qualified candidates with a disability to perform the essential functions of this position. DBS adheres to a policy of equal opportunity and nondiscrimination, as explained in its employee policy and procedures manual, and nondiscrimination to all eligible participants, regardless of age, sex, color, sexual orientation, gender expression, ethnic origin, national origin, religion, disability, marital status, parental status, or political affiliation.

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