Program Assistant - WARM

Position:

Program Assistant

JD#:

10804

FLSA Status:

Non-Exempt

Supervises:

None

Job Scope:  The Program Assistant coordinates and implements the administrative processes related to their assigned program.  The Program Assistant will provide technical support, administrative support, and communications support to the program's staff; and is responsible for general office support. The Program Assistant will also be responsible for organizing, coordinating and monitoring operations of the program under the direction of their supervisor, to include maintaining accounting and budget records for expenditures; and operating and coordinating the management information system.

Essential Job Functions: 

• Research and prepare documentation as assigned, and manage online resources.
• Manage the office calendar to include preparing the monthly staff work schedule and maintaining records of time staff worked and leave time.
• Monitors deadlines, schedules, and timelines.
• Attends meetings, takes minutes, and prepares and maintains meeting agendas and attendance logs for the various meetings attended.
• Responds to emails and answers calls.
• Completes monthly safety audits and coordinates the completion of monthly safety drills across units and shifts.
• Collects client feedback forms, including grievances, from the units and inputs them into the electronic health record for review.
• Assists in managing program budget, assures that all purchases of supplies and equipment remain within budget, and processes payments for vendors and suppliers.
• Orders and maintains unit supplies, equipment, and furniture.
• Acts as a liaison between different departments, provides interdepartmental updates, and shares program status and data.
• Reserve equipment and conference rooms for presentations and in-office meetings.
• Sets up and maintains complex department filing and records system; maintains program records and documents according to program standards.
• Consults with SMA's Health Information Management staff for the proper maintenance of charts and conducts in-service training for staff regarding clinical charting requirements when necessary. 
• Collects necessary data, enters data and prepares reports. 
• Sorts, routes, and prioritizes incoming mail with distribution to appropriate staff.
• Communicates regularly with internal and external customers to ensure that program and client needs are met.
• Coordinates with other departments and supervisory team members, and plans/conducts activities related to tours, events, and educating the community about their assigned program(s) and its services and/or processes.
• Provides and coordinates transportation services in accordance with SMA policy.
• Provides supervision to clients during transport, and provides transportation services to clients authorized to receive such services.
• Maintains strict confidentiality of operations and records as directed. 
• Performs miscellaneous job-related duties as assigned.

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Education and/or Experience:  Possession of a high school diploma and two years of related clerical/secretarial experience; or any equivalent combination of training and experience which provides the necessary knowledge, skills and abilities. Associate's Degree in Business Management and/or Health Administration preferred. 

Knowledge/Skills/and Abilities: 

• Must have people and problem-solving skills to assist and support internal and external customers.
• Must have solid organizational skill and ability to make contacts and establish relationships to get information necessary for the program to function within the larger system. 
• Knowledge of simplified bidding, contracting, billing, and accounting procedures.
• Considerable knowledge of standard offices practices and procedures, equipment and clerical techniques.
• Considerable knowledge of grammar, punctuation, spelling, syntax, appropriate style and arithmetic.
• Knowledge of personal computer applications including word processing and other applications.
• Some knowledge in how to work within Excel Spreadsheets.
• Ability to organize and maintain complex filing and records systems and ensure confidentiality.
• Ability to communicate effectively, both orally and in writing. 
• Ability to proofread, research files and logically organize information.
• Ability to work independently.
• Ability to work under pressure and meet deadlines. 
• Ability to establish and maintain effective working relationships with other employees and the general public.

Necessary Special Requirements: Possession of a valid Florida driver's license, acceptable driving record, and proof of personal automobile insurance if required to drive an SMA vehicle and/or use a personal vehicle for SMA business. Complete State of Florida mandatory background screening prior to start of employment.  Complete SMA required training during the first six (6) months of employment and updated if required.

Physical: Mobility and ability to bend and reach during an 8-12 hour day. Able to lift minimum 10 pounds. Visual and auditory acuity sufficient to evaluate, intervene, treat, and record client health care needs. Fine motor skills for legible and accurate charting, daily correspondence and presentation, either manually or orally. Work endurance ability to work 8-12 hour shifts with a meal break, as possible. Routine 8-12 hour shifts. Hours and days off may vary. Extra hours may be required. Work assignment locations may vary.

Application: This class specification is intended to identify the class and illustrate the kinds of duties that may be assigned to its incumbents.  It should not be interpreted as describing all of the duties whose performance may ever be required of such an employee or be used to limit the nature and extent of assignments such individuals may be given.