Office Coordinator

POSITION SUMMARY/PURPOSE

Under the supervision of the Manager Birth to Three, coordinates the office for the Easterseals Birth to Three Program, assisting in an office system that is effective, well organized and smoothly run, while monitoring timeframes and compliance measures established by the CT State Birth to Three Program, Federal act IDEA part C. Office Coordinator is responsible coordinating all office duties for team members.

ESSENTIAL FUNCTIONS

Proofing initial and annual evaluation reports for therapists, distributing and assuring signature from therapist.

Create charts for individual children and organize chart contents. Monitor charts for state and federal compliance

Filing forms, evaluations, letters, releases and other Birth to Three notes in the Birth to Three charts.

Fax/scan Birth to Three documents to doctor’s offices, school systems, outpatient facilities, etc.

Answer phone calls and emails for the Easter Seals Birth to Three program.

Order office supplies as necessary and complete purchase orders.

Enter data into the CT. Birth to Three System (Spider) using a state computer program per requested by Birth to Three Manager.

Add to weekly agenda, including children approaching exit, attend weekly meeting while taking minutes and print a copy for all staff.

Health and Safety team member for Norwich office.

Assure most recent OEC forms are completed as required

Track charts and mailing charts to families or shredding charts as requested or at least after 6 years.

Copying of B23 forms/charts/evaluations/IFSP’s as directed

Provide coverage of Billing Associate support as required.

Perform other related duties as required.

Displays and upholds Easterseals core values of collaboration, respect, caring, excellence and accountability. Consistently demonstrates caring for the community we serve, for one another, and for the organization they are part of, and contributes to building trust, pride and camaraderie.

JOB
JOB KNOWLEDGE, SKILL REQUIREMENTS, AND DESIRED ATTRIBUTES

Proficient in Microsoft Office applications specifically Word and Excel

Medical billing experience

Clerical experience including general computer, data entry, phone and internet proficiency

Medical terminology knowledge

Excellent organizational skills capable of setting priorities and meeting deadlines

Excellent typing/proofreading skills

Excellent problem-solving skills

Willing to work as a team

This position may be authorized to have access to protected Health Information (PHI) to perform specific job duties.


EDUCATION

High School Diploma or equivalent required. Associates Degree strongly preferred.


EXPERIENCE

Minimum of 3 years secretarial experience required, within an educational or medical setting preferred.


Easterseals is an Affirmative Action/Equal Opportunity Employer.

Easterseals does not offer sponsorship for applicants of work visa.

First Shift

20-24 hours per week, 4 to 5 days per week. All hours are in office unless otherwise pre-approved by the Birth to Three manager to work from home on a one on one basis.