File-Documents Specialist

Self Help Inc; Avon (MA); On-site; USD 28,000 - 30,000; Full time

Benefits offered by this job

Medical

Dental

Vision

LTD

FSA

403B

Vacation Time

Optional Time

Sick Time

Holidays

Disability Benefits

Life Insurance

Direct Deposit

Job summary

Self Help Inc. is seeking an experienced File/Documents Clerk to support program operations in southeastern Massachusetts. You will manage client files, process applications from volunteer agencies, enter data into LIHEAP/ADP systems, and help with mail and filing tasks.

This role requires accuracy, attention to detail, ability to follow guidelines, and reliable transportation for site visits. Bilingual candidates encouraged; Monday–Friday, 8:00 AM–4:00 PM, with potential flexibility.

Qualifications

• Must be able to interact with a cross section of the population and explain guidelines and documentation requirements.
• Strong data entry and file management skills with attention to detail.
• Proficient in Excel and basic computer literacy; LIHEAP database experience preferred.
• Customer service orientation; able to handle inquiries from clients, COAs, and vendors.
• Bi-lingual candidates encouraged to apply.

Responsibilities

• Foster positive relationships with volunteer agencies while following program guidelines.
• Provide customer service by addressing concerns from clients, agencies and vendors.
• Enter agency applications accurately and timely into SHI systems.
• File all application folders and intake documents in the correct locations.
• Assist with inbound and outbound mail and serve as vendor contact in emergencies.
• Cover reception during lunch hours or peak periods.
• Perform other duties as needed.

Skills

Flexibility

Communication proficiency

Client focus

Technical capacity

Collaboration skills

Tools

Excel

Job description

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 with 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 (seasonal with summer layoff)

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.