File-Documents Specialist

Description

Self Help Inc. is currently looking for an experienced File/Documents Clerk to join our team.

Agency Profile

Self Help, Inc. is a nonprofit Community Action Agency (CAA) created to help families and individuals stabilize and secure their lives through education, strategic assistance, and building opportunities in their communities. We provide a range of services for families and households across Southeastern Massachusetts.

Job Summary

 Serves as the agencies’ primary point of contact for volunteer agency (COA’s) applications, and document controls for pulled files and incoming and outgoing mail

Essential Duties and Responsibilities

• Fosters and maintains a positive, responsive working relationship volunteer agencies (COA) while preserving Program Guideline requirements.
• Customer service – addresses concerns and complaints by clients, volunteer agencies and vendors; resolve issues in a timely manner that is consistent with program guidelines.  
• Enters volunteer agencies applications received within SHI’s service territory in a timely and accurate manner.
• Files all application folders in their correct location.
• Files in-coming documentation in proper client file.
• Pulls any/all client files as requested.
• Assists in handling in-coming and out-going mail, as needed Serves as vendor contact person for emergency situations.
• Provide back-up coverage to Reception during lunch hour, when primary team member is absent, and during peak periods.
• Other duties as deemed necessary and appropriate.
• Cover in the Absence of the Receptionist

Other Requirements

• Must pass a criminal background check and other required clearances
• Valid driver's license and reliable transportation is required
• This would require the ability to open filing cabinets, bend or stand as necessary. Must be able to lift 5 lbs.

Schedule

• Monday-Friday
• 8:00AM-4:00PM

Hourly Rate: $20-$22

Knowledge, Skills and abilities

• Flexibility – able to easily adapt to new program guidelines and requirements, able to adjust to changing client, COA and vendor issues as they arise
• Communication proficiency – able to explain complex program requirements in a manner that is understood by the clients, COAs and vendors
• Client Focus –Maintain client and vendor confidentiality. Maintain agency and program ethical code of conduct requirements and personnel polies
• Technical Capacity – must be proficient in use of LIHEAP database, utilize email, telephone system and ADP system
• Collaboration Skills – able to work professionally with clients, COAs, LIHEAP team members and supervisor

Education & Experience

• Must posses’ ability to interact well with a cross section of the population, and to effectively communicate the guidelines as well as the documentation requirements for Fuel Assistance.  
• Must be able to effectively and respectfully communicate with all callers.  
• Must be computer literate and be able to work productivity in a fast-paced environment.
• Must be detail oriented, accuracy is paramount for this position
• Customer Service experience and skills
• Bi-lingual candidates encourage to appy
• Proficient in Excel

Self Help Inc offers a comprehensive employee benefits package:

• Medical
• Dental
• Vision
• LTD
• FSA
• 403B
• Vacation Time
• Optional Time
• Sick Time
• Holidays
• Disability Benefits
• Life Insurance
• Direct Deposit

 Self Help, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

Disclaimer

This job description is not intended, and should not be construed to be, an exhaustive list of all responsibilities, skills, efforts or working conditions associated with the job. It is intended, however, to be an accurate reflection of those principal job elements essential for making decisions related to job performance, employee development and compensation. As such, the incumbent may perform other duties and responsibilities as required. Its contents imply no contractual obligation and may be changed by the agency at any time.