Program Support Specialist - AAA

Program Support Specialist

CAPECO is a diverse group of people who are committed to creating a thriving community by providing education, resources, and services dedicated to eliminating poverty and contributing to the success of our community members. We hire people from all walks of life not because we must, but because we know it makes us stronger. If you share our passion for community, then we would love to meet you!

Supervised by: Program Manager & Director

Department: Area Agency on Aging

Classification: Regular Full Time

Position Status: Non-Exempt

Location: Pendleton Main Office

Salary: $4,006/month

Benefits: Health, Dental, RX, Vision, FSA, Life Insurance, 401K Plan, Vacation, Sick and Holidays

Position Overview:

As a Program Support Specialist, you will be responsible for a variety of tasks including program coordination, data management, and communication with program participants. You will provide support to Case Managers: This person will contact Client and Provider as directed; Emergency Response Systems, Med Boxes, Meals on Wheels, Open and Process MMIS/DHR payments and vouchers; Monthly preparation and distribution of CAP/s mailings maintain and process all case documentation, file items (OA, Laserfiche, GetCare/ADRC). This role requires strong attention to detail, excellent communication skills, and the ability to multitask effectively. This is an excellent opportunity for someone who enjoys working in a fast-paced environment and has a passion for helping others.

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all the duties which the employee may be expected to perform. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice. To perform this job successfully, an individual must be able to perform each essential function satisfactorily with or without reasonable accommodation.

• Emergency Response Systems Devices and Med Boxes Requests, Renewals and Closures
  • Submit referral requests to the Vendor via email. Open MMIS and complete the process. In MMIS, align authorization dates with service plan noted in Oregon Access. Create client folders, referral/request of device, and all correspondence from Case Manager. Narrate activity on case. Electronically file all documents. Same process for Med Boxes. For closures, notify Vendor PRIOR to end date. This is important for vendor to retrieve their equipment. End the Line Item in MMIS.
• Home Care Workers/ Provider Time Capture, Direct Care Innovations
  • Attend Home Care Worker and Provider Time Capture, Direct Care Innovation) training to support Case Managers as requested.
  • Address questions about Home Care Worker in Home Services, Provider Time Capture program.
  • EVV (Electronic Visit Verification) compliance including use of Smart Phone App and Key FOB.
• Nutrition Coordinator duties:
  • Complete Title XIX/OPIM vouchers
  • Complete weekly meal counts in HDM Tracking spreadsheet
  • Process OAA HDM intakes
  • Assist with monthly HDM reporting
  • The Case Manager will add Home Delivered Meals to the service plan. Per Case Manager direction, send Home Delivered Meal referral to Provider via email.
  • Verify the receipt of referral and start date of service.
  • Use DHR system creates vouchers for days of service if month already started, otherwise send vouchers for entire month.
  • Keep all documentation in the Home Delivered Meals book. For cancellations, send notice to Provider ASAP, and note the date of cancellation to coincide with voucher for payment when received in office. Update service spreadsheet weekly.
• Family Caregiver Coordinator duties:
  • Quarterly calls, tracking and reporting, creating and mailing documents after reviewing by Case Manager.
• Evidence-Based Health Promotion
  • Schedule and teach classes. Design and distribute marketing materials. Call potential consumers to fill seats. Contact students afterward to follow up.
  • Certification required within 6 months of hire.
• Outreach:
  • Monthly visits to Meal Sites: gather missing NAPIS data, meet and greet with consumers, Elder Abuse Prevention presentations, Nutrition Education.
  • Attend CAPECO Outreach events and share Older American's Act Program information
  • Community events: outreach (what does CAPECO do), give away SWAG, networking, advertising our services
• Data Quality Management:
  • At the direction of the department Manager and Lead Case Manager, edit GetCare data to reflect current realities (disenroll as necessary; send merge requests as necessary; send follow-up requests to Case Managers as necessary.
  • Data Entry:
    • Family Caregiver Survey Data
    • ADRC survey data
    • HDM monthly data
    • Nutrition Education data
• Ancillary services -Plan support
  • Work with CMs to solicit bids for projects, follow up with vendors, coordinate delivery/work time between client and vendor, file forms and documents
  • This person will connect consumers with devices and services under the direction of Case Managers and follow up on quality of device, satisfaction with service, and inquire about unmet needs.
• Brochures/Forms
  • Maintain supply of brochures and forms, Spanish supply as needed. HCW program manuals/guides are ordered via the ODHS-Oregon Home Care Commission as needed.

Required Knowledge, Skills, Abilities & Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, abilities, and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Associate degree in related field which can be substituted for two years of comparable experience and/or training or equivalent combination of education and experience.
• Excellent communication, interpersonal, and customer service skills.
• Computer experience and have a working knowledge of Word and Excel.

Work Environment and Physical Demands:

The physical demand and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to bend, kneel, and crouch. Specific vision abilities required by this job include close vision and distance vision. The noise level in the work environment is usually moderate. The employee must occasionally lift, and/or carry/move objects up to 25 pounds.

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, smart phones, photocopiers/scanners, shredders, and filing cabinets.

Special Requirements:

• Must pass a criminal history background investigation however; a conviction of a crime may not necessarily disqualify an individual from this position.
• CAPECO is a drug-free workplace, and pre-employment drug screening will be required. Due to federal funding, our drug screening includes the use of Marijuana.
• Possession of or ability to obtain a valid driver's license and insurable driving record is required.
• Travel required within the service area

Equal Opportunity Employer

CAPECO does not discriminate in employment opportunities or practices based on race, color, national origin, religion, sex, sexual orientation, gender identity/transgender status, age, disability, veteran or marital status, genetic information or any other characteristic protected by applicable law.