Office Coordinator

Spooner Guardianship Services is a professional fiduciary company providing financial and medical management to individuals who have been determined incapacitated and in need thus in need of a substitute decision maker. Our caseload includes many clients who require support with applying for health insurance and state benefits. We are seeking a Part Time Office Assistant to join our growing team.

Spooner Guardianship Services goal is to process applications quickly, comprehensively and within state guidelines and designated time frame. The Office Coordinator is an integral part of this process in supporting the Chief Financial Officer to ensure accurate and timely completion of initial application, Board of Hearing appeals, and follow-up to client and collateral contacts.

You will be salaried weekdays at $45,000 annually. Under the supervision of Principal Owner and Chief Financial Officer the ideal candidate will:

• Maintain schedule for Chief Financial Officer, and Owner specifically regarding MassHealth due dates, timeline and appeal schedule
• Reviews financial records to identify potential issues with eligibility
• Telephonic, fax and E-mail communication with Pension companies, Department of Veterans Affairs, Social Security, financial institutions and Life Insurance companies on client's behalf to obtain need financial records.
• Responsibility for Mail including: Checking the Mailbox in the morning on the way in, sorting mail. Fedexing, overnight mailing, scheduling pick-ups etc
• Ordering office supplies/vistaprint orders/staples orders and monitoring Fedex and USPS accounts
• Calendar Appointments for Sara specifically adding calendar appointments and associated court documents
• Scanning letters/decres to drive
• Updating spreadsheets
• Properly labeling items in drive
• Update and keeping all original appointment files
• Scan Rogers Documents to drive, update books and spreadsheets. Add calendar notes for sara for completion of Rogers Monitor documents
• Open bank accounts
• Coordinate for social security direct deposits and SSP direct deposits
• Complete applications for corporate bonds and update spreadsheets
• Responsible for paying client bills and balancing client checkbooks
• Responsible for coordinating Payroll and monitoring per-process for accuracy
• Billing for CPCS/Commbuys Only-really just data entry and ensuring they are mailed-mailed timely
• Onboarding new employees including being the main contact person for insurance and benefits

The Ideal Candidate will have the following qualifications:

• High school diploma or GED.
• Ideally, candidate will have 1-3 years insurance-based customer service experience
• Strong customer service skills: ability to listen and understand needs and communicate effectively with all parties utilizing face to face, telephonic and/or electronic outreach.
• Excellent verbal and written communication skills.
• Bilingual (English/Spanish) is preferred
• The ability to manage multiple cases at once, requiring excellent organization and time-management skills.
• Discretion in handling confidential and sensitive materials is imperative.
• Ability to analyze and interpret company policies and procedures, define problems, identify alternatives, and implement solutions.
• Daily, consistent, and positive interaction with clients, facilities, and team members.

Spooner Guardianship Services offers a competitive wage, reimbursement for expenses and mileage, 12 paid holidays per year and PTO time.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Job Type: Full-time

Pay: $45,000.00 per year

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• No nights
• No weekends

COVID-19 considerations:
Due to the nature of our work and the medical complexity of the populations we serve, COVID-19 vaccination is required for employment.

Ability to commute/relocate:

• Auburn, MA 01501: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 2 years (Required)

Work Location: In person

Salary : $45,000