Program Assistant

Provides secretarial/clerical support to the Satellite staff by assisting with the daily administrative functions. Responsible for all record-keeping and financial reports required by the Division of Satellite Service.

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.

• Performs administrative/clerical functions; carries out routine office procedures e.g., types, files, copies documents, makes bank deposits, picks up mail from post office and schedules and confirms appointments.
• Answers telephone taking routine messages, screens calls for crisis situations, responds to routine and emergency inquiries. Interacts with clients on a daily basis.
• Maintain all files, client charts, and records pertinent to the program.
• Takes minutes of meetings as required.
• Gathers data and compiles financial reports, monthly and annually, as required.
• Compiles data, completes forms, make mathematical calculations and carries out other tasks related to funding, accreditations, certification, and similar administrative projects as assigned.
• Uses computer in all aspects of position e.g., correspondence, meeting minutes, schedules, quality assurance forms, financial reports and program data.
• Assists in maintaining inventory of supplies and materials.
• Compiles data for SILP check disbursement.
• Completes initial authorizations for managed care companies.
• Corrects non-clinical errors identified in reports.
• Monitors Title XX applications.
• Maintains SILP Petty Cash fund including client checks.
• Participates in training, in-services and special activities as required or assigned.
• Performs other duties as assigned.
• Perform the above listed duties with or without reasonable accommodations.

• High School diploma required.
• Additional education in business field and/or experience desired.
• Knowledge and/or skills in business English, basic mathematics, typing, filing and record maintenance, reception, operation of routine office equipment, time management, billing procedures and fiscal management.
• Good interpersonal skills
• Skills in Microsoft Office (Word, Excel, Access) data entry/retrieval.
• Ability to learn HCI’s computer billing system.
• Shorthand skills helpful.
• Willingness to use personal transportation in work

• Valid Drivers License

While performing the duties of this job, the employee is regularly required to communicate in person or by telephone. The employee may be required to stand, walk, reach, bend, sit, climb and/or lift. There may be long periods of sitting or entering information into the computer.

Office conditions vary of a daily basis depending on the number of clients present, i.e., high noise levels and frequent interruptions. Staff is responsible for providing emergency/security support.

• Satisfactory reference and background investigation checks.
• Completion of tuberculin screening no later than three days prior to the new employee’s first work day and annually thereafter.
• Completion of a pre-employment drug screening and completion of post-employment drug or alcohol tests upon reasonable suspicion of use.
• Completion of Center-wide new employee orientation and ALL required paperwork prior to reporting to work.
• Completion of Total Quality Management training.
• Demonstrate computer literacy through successful completion of pre-employment testing
• 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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