Posted December 18, 2019
Position Summary: The Program Assistant provides administrative, clerical and reception support for the Team and Medical Staff.
Essential Duties and Responsibilities:
• Coordinate, manage and ensure the efficient operation of the Team office.
• Serve as the receptionist for the Team.
• Provide IT help desk and secretarial support to the Team and medical staff.
• Manage staff and consumer transportation needs including the purchase and distribution of tokens and transpasses.
• Maintain financial files on each participant containing receipts, and other pertinent information. Ensures compliance with the Organizational Representative Payee guidelines set forth by the Social Security Administration. Assists in providing requested supporting documentation for auditing purposes.
• Responsible for petty cash including monthly reconciliation to ensure that cash and outstanding receipts equal the petty cash total balance. Prepare timely and accurate check requests including supporting documentation for operating and client accounts. Update and maintain consumer records and Team filing systems.
• Maintain and update relevant databases including the input of billing information.
• Prepare and submit monthly service and other required reports, as directed, to relevant licensing agencies and funding sources.
• Participate in daily Team meetings.
• Maintain inventory of Team supplies; coordinate ordering with HR or Clinical Administrative Assistant.
• Manage records of client cash.
• Track and report client incidents.
• Train new staff members on team procedures and client backgrounds.
• Act as a communication liaison between team members and other departments.
• Manage monthly check day check requests and submit required paperwork to Finance dept.; prepare participant budget sheet in preparation for check day.
• Maintain participant’s field folders and add paperwork as needed for SC’s.
• Collect and keep organized participant receipts for auditing purposes.
• Maintain participant’s clinical and medical charts and upload to Credible.
• Cover 4th floor reception area when needed.
• Perform other duties as assigned.
Essential Education, Experience and Skills:
• High School diploma or GED. Some college credits preferred.
• Patience, creativity, flexibility, compassion and sensitivity to persons with disabilities and other minority populations.
• Responsible, organized and efficient.
• Excellent communication and writing skills as well as computer literacy; experience with Microsoft Office products (Excel), and use of the internet.
• Excellent typing skills and knowledge of office equipment (fax machine, scanner, photocopier, etc.) use and maintenance.
• Ability to work with diverse populations including clients and staff in critical and emergency situations.
• Sensitive to cultural, economic, gender, and sexual orientation differences
• Valid driver’s license and clean driving record.
Physical Demands and Work Environment:
Mostly office environment. Some light lifting is required. Significant sitting and computer work is required. Interaction with agency clientele.
The employee is expected to adhere to all agency policies and to act as a role model in the adherence to policies.
How to Apply:
To apply, send an email with cover letter and resume to firstname.lastname@example.org. Please indicate the position in your email's subject line.