Ombudsman Intake and Administrative Specialist

Posted 6.25.2018

Job Summary: To serve as the Certified Ombudsman Intake and administrative specialist for the New York State Long Term Care Ombudsman Program, Region 4 (Putnam, Rockland, Westchester).

Reports to :  Ombudsman Program Director, Secondarily to Executive Director

Office Location: WILC, White Plains, NY

DUTIES AND RESPONSIBILITIES:

1. Handles bulk of NYS Long Term Care Ombudsman Program administrative duties.
2. Conducts all phone screenings for the NYS LTCOP.
3. Inputs all Program Activities for program into NYS database (PeerPlace).
4. Visits long term care facilities and conducts Ombudsman responsibilities (investigations, advocacy efforts, Resident/Family Council meetings, etc…).
5. Tracks all NYS LTCOP documentation (mileage, activity reports, cases, etc…).
6. Attends all mandated NYS LTCOP meetings, trainings, and seminar/webinars.
7. Files all NYS LTCOP documentation as requested by Ombudsman staff.
8. Disburses any new Ombudsman program information to all volunteer Ombudsmen via e-mail, fax, or mail.
9. Maintains personnel records for all volunteer Ombudsmen.
10. Assists with all in-service trainings, staff trainings, and volunteer recognition events,
11. Aids volunteer Ombudsmen with cases, documentation, and any other concerns volunteers identify in their assigned facilities.
12. Other duties and projects as assigned by Program Director/Executive Director.

QUALIFICATIONS:

1. Bachelor’s degree preferred.
2. Excellent communication, interpersonal and organizational skills.
3. Ability to multi-task and handle multiple request from fellow staff.
4. Dependability, approachability and willingness to take initiative and problem solve.
5. Must be able to complete NYS LTCOP Certification Training and maintain certification.
6. Must have reliable transportation to travel to facilities throughout Putnam, Rockland, Westchester counties.
7. Bilingual English/Spanish preferred.

JOB/BEHAVIORIAL CHARACTERISTICS:

1. Accuracy – Work is performed carefully and with minimal errors.
2. Attendance – Regularly report to work when scheduled. Returns from work breaks and lunch time prescribed.
3. Attitude – Shows pleasant disposition to callers, consumers, fellow employees and others.
4. Communication – Grasps important information when communicated with and expresses written and/or verbal communications effectively.  Keeps associates and supervisor adequately informed about important issues.
5. Cooperation – Shows willingness to work with others.
6. Courtesy – Actions and words are polite and courteous when dealing with consumers, other employees and others.
7. Dependability – Meets expected deadlines and work standards without constant supervision.
8. Decision making – Demonstrates the ability to arrive at sound decisions or knows when to ask for help.
9. Execution – Ability to implement and follow a project through to the end.
10. Flexibility – Adapts to new or unusual situations or changes without affecting performance of department work procedures.
11. Initiative – Takes steps to commence working on task or project without having to be told to do so.
12. Job Knowledge – Understands the principles, methods and processes needed to perform the job.
13. Listening – Attentive to the concerns, ideas and issues brought up by consumers, fellow employees and others.
14. Perseverance – Shows determination to continue a course of action in spite of difficulties encountered along the way.
15. Tact – Demonstrates careful discretion and diplomacy when dealing with consumers, other employees and others.
16. Quality of work – Demonstrates neatness and thoroughness with minimal amount of errors.
17. Quantity of work – Handles standard amount of work as required by the position.

Email cover letter and resume to:
employment@wilc.org
attention G. Felix in subject line