Office Technician (General) OT(G) - San Mateo

$3,227 - $4,044 monthly
  • California Dept. of Rehabilitation - S.F. District
  • San Mateo, CA, USA
  • Sep 13, 2022
Full time Admin-Clerical Government

Job Description

The California Department of Rehabilitation is currently accepting applications for the position of Office Technician (General) for our San Mateo branch. 

JOB OBJECTIVES:

 Under the general supervision of the Team Manager, Staff Services Manager I, the Office Technician (General) independently provides technical and clerical support to the Team Manager, and the VRSD team by performing specialized duties related to the vocational rehabilitation services delivery process consistent with the Code of Federal regulations, California Code of Regulations related to the VR program and the department Rehabilitation Administrative Manual Sections 12 and 30; and state procurement requirements. 

 The San Francisco District is responsible for service delivery of Federal Title I Vocational Rehabilitation Services Program. The services assist eligible individuals in achieving their employment goals by providing training, assistive technology, supported employment and job placement support. District staff will also conduct eligibility determinations for applicants for services and direct post-employment services for individuals who find jobs as a result of DOR services.

 

ESSENTIAL JOB FUNCTIONS:

 

Performs the following technical duties: 

30%  Communicates with applicants and consumers regarding the DOR VR program serving as the first point of contact with consumers.  This includes the ability to use various assistive technology communication devices, and other adaptive resources in order to meet the needs of individuals with different abilities and diverse backgrounds.  Uses good judgment and awareness and knowledge of disability conditions to independently act, respond, and assist with various consumer situations.

 Responds to inquiries from consumer-related external stakeholders to expedite timely provision of information and services.   This can include parents, consumer advocates, educators, case managers, job coaches, and vendors.  Independently applies applicable confidentiality laws when responding to external information requests. 

Provides information to applicants and consumers in person and on the phone regarding various DOR processes.  Gathers information from consumer necessary to research answers or solutions to a variety of inquiries or situations.  Requires knowledge of DOR resources and processes, RAM, and federal and state Code of Regulations in order to identify solutions applicable to a consumer’s specific inquiry or situation.  Requires knowledge of reference materials and local resource materials developed for this use. 

Independently receives, assesses, and prepares certification package of non-DOR Consumers for the State Limited Examination and Appointment Program (LEAP) and the Federal Schedule A program in order to help the individuals with disabilities to participate in the LEAP and Schedule A employment programs.  Obtains medical records from consumer to provide to the QRP to determine eligibility for LEAP and/or Schedule A employment programs.  Submits package to SVRC, QRP for approval. 

 Upon approval of eligibility for LEAP, the OT completes and provides copy of the LEAP certification to the consumer and mails copy to the State Personnel Board.  Upon approval of eligibility for Schedule A, types certification letters on behalf of QRP to provide to the consumer and to retain copies for consumer records of service. 

Schedules and conducts all or a portion of group applicant/consumer orientations to provide information to applicants and consumers regarding the DOR. 

Schedules, arranges and provides support to the Employment Program Representative at job placement circles and job clubs.  This includes providing assistance to the consumers in the development of resumes, cover letters and master applications.

 25%  Consults with consumers to provide information and to answer questions regarding DOR procedures and processes to procure goods and services for participation in the VR program. 

 As member of the VRSD Team, consults with team members regarding specific complex and difficult consumer inquiries or concerns. 

Assists consumers with completion of authorizations for services.  Independently tracks and implements plan related services for consumers.  Gathers and assembles referral packets in collaboration with the consumer.  Requires tailoring each referral packet to the specific services needed for a consumer’s plan.  Requires knowledge of Health Insurance Portability and Accountability Act (HIPAA) provisions to assist consumers to correctly complete release of information forms.  Routes completed forms to SVRC, QRP for review and approval. 

Completes consumer service requests for VRSD team members.  This includes procuring services for consumers and confirming that the services being requested are correctly authorized.  This requires knowledge of appropriate account codes, project codes, rates, and other related information consistent with departmental, state, and federal regulations.

Reviews incoming invoices to ensure proper completion (accounting codes) for payment processing.  Prepares Invoice Dispute Notifications (STD 209) and return with invoice for correction to the vendor. 

 25%  Sends letters and makes phone contact to request medical, diagnostic, and wage earnings information.  Follows-up on information.  Contacts  applicants and consumers via phone and correspondence to assist the SVRC, QRP in the determination of eligibility and complete the annual review.  This activity occasionally requires composition and typing of short letters.

 Sends letters and makes phone contact with consumers, vendors, and service providers to implement the VR activities identified in the Individual Plan for Employment (IPE).  Schedules necessary appointments for consumers with the VRSD team members as needed.  This activity occasionally requires composition and typing of short letters.

 10%  Processes incoming and outgoing mail for unit including specialized mailing as needed.  Orders administrative equipment and supplies as directed by the Team Manager, Staff Services Manager I.

 Sends electronic requests to route, transfer, and close cases as assigned.

Pulls case files and other documents for case reviews by the Team Manager, Staff Services Manager I.  Makes photocopies and fax documents.  Files signed hard copies of various consumer file documents such as eligibility documents, LSOD, procurement-related documents and other resource documents.  Maintains file order as required by RAM 30.  Scans, uploads, and processes documents.

 5%     Gathers monthly attendance documents and inputs attendance as directed by the Team Manager, Staff Services Manager I; coordinates travel arrangements and pay check distribution for unit staff.

 All Times:   Communicates regularly with VR staff; provides excellent customer service to both internal and external customers; ensures the timely movement of a consumer through the vocational process, including but not limited to, monitoring of case status, compliance with mandated time frames, signatures, periodic progress updates, and annual reviews; interacts with consumers and coworkers in a professional manner, and with integrity and respect.  Attempts to resolve individual’s concern at the lowest possible level; offers other dispute resolution options; and elevates to next level, if needed.  

When applying, please note that you saw the job posted on the NOVAworks Job Board. If you need help with your resumé, please see a NOVAworks Career Advisor.

Deadline to Apply

9/12/2022