Program Assistant

Program Assistant serves as support staff to Child/Adolescent Staff performing various duties as required.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Compose, edit, type and photocopy routine correspondence, reports and similar documents. Post and distribute mail.
• Answer telephone, taking routine messages as necessary; screen calls (some calls may be crises situations) and respond to routine inquiries.
• Serve as receptionist and initial contact to work area; schedule appointments; screen and receive visitors and assist with supervision of children in waiting room.
• Enter and retrieve data using personal computer as assigned.
• Maintain administrative/personnel files and records as assigned.
• Participate in staff development and special activities as assigned or approved.
• Support clinical operations by creating charts, monitoring chart integrity and retrieving charts as assigned.
• Assist staff in tracking and meeting deadlines and requirements for various funding sources such as Medicaid and Managed Care insurance.
• Assist in the collection of client fees, entering client services and assisting with billing inquiries.
• Monitor enrollment procedures for outpatient clients. Record initial contact with clients requesting services. Screen for presenting problem and specific needs of the client.
• Be familiar with all divisions and departments of the Center in order to be able to interact and assist staff. Be familiar with division-wide compliance, regulations/guidelines of quality clinical care.
• Represent the agency with the public, potential clients, referral sources, active clients in a professional, ethical manner reflecting a positive attitude and willingness to assist.
• Keep all requests for Release of information current.
• Maintain current CPR Certification.

• High school diploma or equivalent.
• Courses in business and/or clerical experience.
• Knowledge and/or skills in business English, basic arithmetic, typing, filing and record maintenance, reception, operation of routine office equipment.
• Data entry and computer skills (Office Microsoft Word, Excel or Access as required)
• Ability to learn HCI computer system and procedures.
• Good interpersonal communication skills.
• Time management and organizational skills with flexibility to manage a wide variety of tasks.
• Willingness to travel and use personal transportation in work capacity.
• Physical mobility required including standing, walking, lifting, bending and reaching high places to complete tasks.
• Good telephone skills.

• Completion of CPR training.
• Re-certification of CPR training as required.
• Valid driver’s license in accordance with motor vehicle policy.

The physical demands described here are representative of those that 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.

While performing the essential duties of this job, the employee may be required to climb and/or lift. Prolonged periods of sitting or standing. Prolonged periods of data entry

Work is performed in a comfortable physical environment under pressure of completing tasks, time demands and frequent interruptions.

• Completion of tuberculin screening no later than three days prior to the first day of employment and annually thereafter.
• Completion of a pre-employment drug screening and completion of post-employment drug or alcohol tests upon reasonable suspicion of use.
• Satisfactory reference and background investigation checks.
• Satisfactory completion of an Indiana Department of Child Services criminal fingerprinting background check at the time of hire and every four years (or at contract renewal when applicable) for any employee that has direct contact on a regular and continuing basis with DCS and IVB clients.
• Completion of center-wide orientation and ALL required paperwork prior to reporting for work.
• Demonstrated computer literacy through successful completion of pre-employment testing may be required.
• Completion of Total Quality Management Training
• Attendance at all mandatory staff development and training.
• Successful completion of a six month on the job orientation period.
• Participation in payroll electronic deposit.
• Adherence to Compliance Program Plan.

Job descriptions are not intended, and should not be construed, to be exhaustive lists of all responsibilities, skills, efforts or working conditions associated with a job. They are meant to be accurate reflections of the principle job elements essential for making fair pay decisions about jobs.

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