Full Circle Employment Solutions LLC WIPA Operations Specialist (FULL TIME & FULLY REMOTE) Remote · Full time

Apply for WIPA Operations Specialist (FULL TIME & FULLY REMOTE)

We are a woman-owned business based in Maryland with employees located across the country. We provide most of our services virtually or through our partners. We work with Social Security beneficiaries, families, service providers, businesses, local and state governments across the country. Our main goal is to provide Social Security Beneficiaries with the knowledge and tools they need to help them on their path to financial independence and to reduce or eliminate their reliance on public benefits.

SUMMARY: This position provides high-level administrative and operational support to Full Circle Employment Solutions’ Work Incentives Planning and Assistance (WIPA) program. Primary duties include conducting client intakes, maintaining accurate records and data trackers, compiling reports, coordinating administrative workflows, managing competing priorities, ensuring timely completion of tasks and deadlines and corresponding with federal, state, and local agencies. We do not offer health insurance or hire anyone whose permanent residence is in California or Washington.

REPORTS TO: FCES Program Manager

ESSENTIAL FUNCTIONS: The below statements are intended to describe the general scope of work being performed by this position. This is not a complete listing of all duties and responsibilities required.

• Provide high-level administrative and operational support to the WIPA Program Director and team, ensuring daily activities run smoothly and efficiently.
• Conduct initial client intakes, collect required information, complete enrollment forms and new client protocols.
• Verify federal and state benefits through the Social Security Administration (SSA) and other applicable benefit agencies.
• Track the receipt of beneficiary intake packets, paystubs, and other required documentation, conducting timely follow-ups as needed.
• Maintain, update, and monitor Excel spreadsheets, program trackers, and client records with exceptional accuracy and attention to detail.
• Compile monthly reports, track program metrics, and assist with data collection and reporting requirements.
• Monitor administrative workflows, identify outstanding tasks, and proactively follow up to ensure deadlines and program requirements are met.
• Coordinate and prioritize multiple administrative projects, ensuring important information, documentation, and assignments are organized and readily accessible.
• Assist with scheduling, coordinating client communications, and facilitating information sharing between beneficiaries and WIPA team members.
• Maintain organized electronic filing systems and ensure sensitive client information is handled accurately and confidentially.
• Communicate professionally with beneficiaries, staff, and federal, state, and local agencies to obtain information and resolve administrative matters.
• Anticipate the administrative needs of the WIPA team, independently address routine operational challenges, and escalate matters requiring additional attention.
• Provide comprehensive administrative support to the WIPA Program Director and team, including special projects and additional duties as assigned.

OTHER FUNCTIONS MAY INCLUDE:

• Assist in organizing potential outreach methods.
• Develop and maintain federal, state, and local agency contacts.
• Format reports and documents as needed.
• Perform other duties as assigned.

EDUCATION and/or EXPERIENCE:

• High School Diploma required; preference given with AA or BA/BS in Human Services Field.
• Bilingual preferred (English/Spanish)
• Prefer creative marketing experience.
• Ability to engage with potential clients in a friendly and relatable manner, as if you're having a casual conversation over coffee.
• Ability to maintain a positive and welcoming demeanor is key in building a comfortable atmosphere for clients to open up about their concerns.

QUALIFICATION REQUIREMENTS:

• Having a keen eye for detail is essential and the ability to analyze issues and come up with effective solutions is crucial.
• Advanced proficiency in Microsoft Office, particularly Excel, Outlook, and Word, with experience maintaining complex spreadsheets, data trackers, and reporting systems.
• Exceptional organizational skills with the ability to independently manage multiple priorities, track deadlines, and maintain accuracy across competing responsibilities.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive client information.
• Must be able to pass and maintain a Social Security Suitability clearance and drug test.

LANGUAGE SKILLS:

• Ability to effectively communicate and present information in oral and written communication to beneficiaries, internal staff, external stakeholders, and providers.

MATHEMATICAL SKILLS:

• Ability to perform basic mathematical operations to include addition, subtraction, multiplication, and division. Ability to compute rate, ratio, and percentage.

PHYSICAL REQUIREMENTS: The physical demands described here must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position is considered sedentary work. Lifting 10 lbs. maximum and occasionally lifting and /or carrying such articles as dockets, ledgers, and small electronic equipment. Although a sedentary job is defined as one, which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are occasionally required, and other sedentary criteria are met. 

Starting salary for this position is $45,000. This position is full time (40 hours/week) Monday-Friday & fully remote.