New! Community Living Programs Assistant Montross, VA 0523202301 INTERNAL APPLICANTS ONLY!

Job Description

Bay Aging is seeking a full-time Community Living Programs Assistant to provide support the variety of programs in the Community Living Division.  Position reports to the Director, Community Living.  Salary:  $16.25/hr-$21.13/hr  INTERNAL APPLICANTS ONLY!

Job Summary

Essential functions

1.    Provide administrative support to various programs housed in the Montross office with special emphasis in the Veteran Directed Care (VDC) Program (65%):

-          provides assistance to Community Living Director in facilitating communications with VA program staff

-          processes and transmits Veteran enrollment, assessment packets, memos to VA program staff

-          Provide data entry into software systems: Peer Place, Excel, etc.

-          compiles statistical data used to complete the VDC Ticker each month,

-          Assist with Peer place training for new Options Counselors

-          Organize, sort, and/or file various types of documentation.

-          prepares discharge memos to VA program staff and clients

-          maintains VA master files

-          Manage HSRM database and entries including referrals, authorizations

-          Assist with VAMC authorization tracking

-          Assist Community Living Programs Director with all administrative aspects of the VDC program as needed.

2.    Perform Customer Service Specialist functions (25%):

The following duties will be assumed on an as needed basis during, but not limited to, the Intake Specialist’s planned breaks, trainings, annual leave, and sick leave.  

-          Manage call center phone system to connect to the appropriate department.

-          Appropriately answer/screen telephone calls and connect to appropriate staff with introduction of who is calling and why they are calling.

-          Receive and screen visitors to provide information and direct to the appropriate staff.

-          Assist in ordering and maintain adequate supplies for main office and kitchen area in most efficient and economical way, i.e. Quill, Walmart, etc.

-          Handle requests for information and data and resolve administrative problems and inquiries.

-          Develop and maintain current knowledge of Agency operations and staff in order to provide information to the public.

-          Assist VDC clients, OCs, VAMC staff as needed

-          Handle requests for information and data and resolve administrative problems and inquiries.

-          Assist CLP Director with all programming as needed.

3.    Other responsibilities as needed (10%)


-          Excellent telephone etiquette, customer service experience, and proofreading skills

-          HIPPA regulations

-          Knowledge of operation of standard office equipment

-          Strong verbal communication skills in person and on the phone

-          Strong written communication (e.g. reports, letters, emails)

-          Work well under the pressure of recurring deadlines.

-          Attention to details and strong organizational skills.

-          Ability to use computerized multi-line call system.

-          Ability to use Microsoft Office products

-          Professionalism and ability to maintain confidentiality are essential.

-          Establish and maintain effective working relationships with co-workers, clients and outside parties.

-          Maintains certifications and other training as required under agency policies or as mandated by program guidelines.


Office-based position with minimal physical requirements (ability to lift 20lbs, walking and climbing stairs). 

None of the essential functions of the position can be performed remotely.


Bachelor’s degree preferred and at least 3 years of experience with customer service and office/administrative functions. Extensive knowledge of Peer Place preferred. Must possess a valid Virginia Driver’s License.

FLSA status: This is a full-time non-exempt position.

Benefits: Health, Dental and Vision Insurance, 401k Retirement Plan, Paid Leave-Annual, Sick, & Holiday, Employee Assistance Program, after 6 months life insurance and long term disability insurance, and more.

Disclaimer: This job description is not designed to cover or contain a comprehensive list of all activities, duties or responsibilities that are required of the employee. From time to time, the supervisor will ask job holder to perform additional duties related to the completion of the work.

Bay Aging is an Equal Opportunity Employer. All applicants will be considered for employment without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran or disability status.  Bay Aging is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact MaDena DuChemin, Human Resource Manager at (804) 758-2396, Ext. 1228 or




Type: Full-time

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Bay Aging

Bay Aging is the premier provider of programs and services allowing people of all ages to live independently in their communities for as long as possible. Formed in 1978, Bay Aging serves a predominately rural 2,600 square mile region that encompasses ten counties and two planning districts. As you will see, Bay Aging is extremely diverse in the programs it offers through three major divisions-Health/Community Living, Bay Transit, and Bay Family Housing.

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