Receptionists/Secretaries, New York

Job Description:

Pay Range: $18hr - $20hr

Front desk staff will have access to and ability to use the following tool in their daily tasks: YAKCHAT, AWARE, DO Sharepoint, Power BI, VRC calendars/schedules.

Will be knowledgeable of how a case flows through the various Aware statuses and follow the policy on answering questions that are confidential(need a signed release form for the customer to answer anything specific about the customer and their services to any individual other than the customer).

Answer inquiries from visitors; respond to voicemail and email messages within 24 hours; Identify and route inquiries to appropriate staff person. Explain the mission of the agency to those that inquire.

Connect caller to orientation vendor (in DOs where applicable), schedule individuals for orientation, maintain the DO's orientation list & send our reminders for orientation appointments. Screen individuals to see if accommodations are needed for them to attend Orientation (i.e. would the individual benefit more form and individual Orientation or is an interpreter required).

Process incoming applications for the District Office and distribute to SVRC or other designated staff for assignment.

Log all applications received with name, DOB and date received. Register new cases in Aware and assemble new customer case files.

Maintain counselor Outlook appointment calendars by scheduling and rescheduling appointments for counselor (including intake appointments), specifically when customers request appointments through walk-in visits, phone calls and Intake appointments. Confirm and send out reminders for appointments through phone, email and YAKCHAT.

At the front desk, OA should have business cards for all counseling staff, as well as, ACCES-VR DO contact directory, school liaison listing, GED program information, disability service directory & Community Resource Directory.

Electronically scheduling conference room use on office (Outlook) calendar for VRC/VRCA/CRS vendors, as needed.

Send out applications, brochures, and Orientation session information to interested parties.

Responsible for helping secure coverage when they are required to step away .

Monitor the waiting area and make sure that it is tidy, that no one is waiting for assistance.

Ask all customers to confirm their contact information whenever they come into the DO including address, email.

phone numbers. Be sure to confirm SSN, if it has not been do prior (Please check Aware to be sure).

Preferred Qualification:

Using Microsoft Outlook, Word, Excel and Forms.

Using Zoom, Microsoft Teams, and other platforms for providing virtual services.

Managing multiple tasks.

Ability to meet required timelines and prioritize duties to meet those timelines.

Ability to learn specific computer programs specific to ACCES-VR.