Job Title:  Program Assistant

Reports To: Program Director & Program Assistant Supervisor

FLSA Status: Non-Exempt

Notice: 2 Weeks

Grade: 3

SUMMARY OF DUTIES:

This program assistant is responsible for organizing, coordinating and monitoring all non-clinical operations under the direction of the team leader; providing receptionist activities including triaging calls, coordinating communication between team and consumers; maintaining accounting and budget records for program expenditures; and operating and coordinating the management information system.

RESPONSIBILITIES:

• Filing, photocopying, answering telephones and general document creation, type letters, memos, and reports per staff request.
• Maintain staff safety log, communicate with and track staff in the field for safety purposes as per the safety protocol.
• Track and maintain flexible wrap fund accounts.
• Track purchase order requests.
• Maintain tracking of motel and vendor use by staff on behalf of clients.
• Track and maintain Medicaid account activity of consumers.
• Open new consumer charts, maintain active charts, and close out terminated consumer charts.
• Attendance and participation in daily morning clinical meetings.
• Maintain accurate auditing of client charts, both for required documentation and billing purposes.
• Work cooperatively with administrative business office to insure appropriate billing is conducted.
• Record admissions and discharges and provide a source of information for statistical reports.
• Maintain consumer charts according to agency standards including the following: set up charts for newly admitted consumers; file materials in consumer charts and files to assure current, accurate information is available; and monitor clinical charts in coordination with the team leader, to assure that they are being maintained in accordance with unit policies and procedures.
• Prepare letters to request medical records and client authorizations and maintain a log of requests and record received per HIPAA compliance regulations.
• Operate and coordinate the computer and management Information systems for the program.
• Schedule and assigned duties are subject to change based on the needs of the program and the clients we serve.

REQUIRED KNOWLEDGE AND SKILLS:

• Knowledge of the operation and use of personal computer, including Excel and Word
• Ability to organize and maintain auditing materials.
• Ability to communicate effectively with a variety of professionals.
• Must be adept at problem-solving, possess strong interpersonal skills. 
• Must be able to prioritize and plan work activities as to use time efficiently. 
• Must be organized, accurate, thorough and able to monitor work for quality.
• Must be dependable, able to follow instructions, respond to management direction. 
• Ability to establish and maintain good working relationships with multidisciplinary team.

QUALIFICATIONS:

• High School diploma or equivalency including or supplemented by courses in typing and computer operations PLUS one year full-time paid experience performing some combination of secretarial and data entry duties

OR

• Graduation from two-year Business School with courses in typing and computer operations.
• Bi-lingual preferred, Spanish and English

I have received, reviewed and fully understand the requirements, essential functions and duties of the position described therein.

Employee Name: __________________________________________ 

Employee Signature: _______________________________________  Date: ________________