Office Support Coordinator

Job Summary The Office Support Coordinator is responsible for the timely completion of all Nutrition Office functions, ensuring accurate communication, documentation, and billing, thorough follow-up, and excellent customer service.

This role also serves as a vital connection between the Senior Nutrition department, Care Managers (CMs), and the Council on Aging.

The role involves extreme attention to detail, daily report generation/collection of data, and previous experience and training in accounting or bookkeeping.

In addition, strong skills in Microsoft Office, including Word and Excel, Outlook, and computer proficiency working with various databases, are required.

Supervisory Responsibilities None.

Duties/Responsibilities 80 Essential Duties Communication & Follow Up Answers phones, acting as liaison between kitchen, office, drivers and clients.

Calls clients, emergency contacts and 911, when needed.

Provides direct verbal and written contact with (ESP) Elderly Services Program and MyCare Ohio Case Managers in all aspects regarding Meals on Wheels clients.

This includes, but is not limited to, client emergencies, schedule changes, status changes, client stops or starts.

Updates appropriate staff members of changes in meal deliveries.

Makes complex decisions based on policies and procedures using critical and logical thinking to solve problems.

Performs general office duties such as filing, copying and memo creation, answering phones and taking messages.

Client Records Manages accurate and timely documentation and record-keeping, including weekly Home Delivered Meals and MyCare Ohio for billing, incident reports, and major unusual incident (MUI) reports.

Assists in maintaining and updating NAPIS (National Aging Program Info System) forms for all Title Ill programs within required time frames.

Maintains client information accurately in multiple computer systems: ServTracker, Care Director, and WellSky.

Files and maintains current required documentation and maintains databases as required.

Meal Reports & Menus Verifies, maintains and stores documentation of services delivered for both Home Delivered and Congregate Meals.

Runs monthly letters for meal verifications.

Inputs monthly menu selections in timely manner.

Generates monthly menu selection sheets and verifies information.

Runs End of Day paperwork including Pack-out and Pack-out Alternate Delivery Lists for drivers.

Billing & Donation Collection Provides accurate and timely documentation for billing of Home Delivered Meals.

Proactively communicates needed service plan adjustments to ESP Care Managers before start of service to prevent processing delays in monthly billing.

Responsible for collecting and safeguarding daily meal donations and assuring these donations reach Fiscal Office.

Compliance Complies with all WCCS policies and procedures, program specifications and all HIPAA, confidentiality and Code of Ethics requirements, including APS (Adult Protective Services) and 911.

Develops ...