Program Assistant

Description

JOB SUMMARY

The Program Assistant position provides administrative support for the HCBS program. It is the first point of contact for new hires, and sets the tone for staff's first impression and their level of comfort with the program. The Program Assistant is responsible to open the office and serves as a "host" for staff, families, and workers from other organizations, with the objective of facilitating a warm and professional environment. It oversees the waiting room space for cleanliness, safety, and comfort. This position coordinates interviews for new staff. A primary responsibility is to build the schedule for the Foster Care program. The position organizes program purchases as assigned and processes program receipts for purchases and provides support for other HCBS administrative staff, as assigned.

QUALIFICATIONS

Required Education and Experience

• Must be at least 18 years of age
• Must possess a high school diploma or equivalent.
• Post-secondary education or experience in a human service field and / or in administrative support services is preferred.

Required Skills & Characteristics

ESSENTIAL FUNCTIONS

Primary Responsibilities

Administrative Responsibilities

Professional Expectations

WORK ENVIRONMENT

Setting

This position sits at the front desk of the HCBS program area. It is the first point of contact with staff and visitors. It is a major source of support of and coordination within the program area. The waiting room can get busy and noisy at times. The Program Assistant may need to juggle multiple new employees and the phone ringing. The Program Assistant sits in front of a computer the majority of the day.

Activity Level

The waiting room can get busy and noisy at times, especially on new hire orientation days. The Program Assistant may need to juggle multiple new hires and the phone ringing. The Program Assistant sits in front of a computer the majority of the day to accomplish their job duties, e.g., building the schedule, managing receipts, and processing new hires. The Program Assistant will need to be fluent with Microsoft Word, Excel, and the Human Resources Information System (UKG). The office also uses Wanido, a platform for communication between employees which is designed to enhance employee connection and well-being.

Schedule / Hours

This is a full time position. Days and hours of work are typically Monday through Friday. Hours are scheduled during clinic hours, with some extended days. Some work above 40 hours may be required on occasion.

Travel

Travel is not a typical expectation. It may be necessary to travel locally to obtain supplies or attend a meeting at another office. Travel is estimated at 5% of the time or less.

PHYSICAL AND MENTAL DEMANDS

Physical Demands

The physical and mental 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 duties of this job :

The Office Coordinator will primarily be seated at the front desk, getting up and down occasionally to assist clients, go to the work room or other areas of the building, pick up and maintain the waiting room, walk outside to get the mail, and assist staff. This position is required to use a computer much of the day. While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; see, talk and hear. This position must have the ability to hear and understand speech at normal speech levels, in the English language, both in person and telephonically. It must be able to communicate so others will be able to clearly understand normal conversation. The employee must have the ability to lift and carry parcels, packages and other items and to walk short distances. This employee may occasionally be required to drive a vehicle in order to go on work-related errands.

Under normal circumstances the employee will need to have to physical capacity to continuously use his / her hands for simple and firm grasping and fine manipulation. The employee may be required to do the following :

Mental Demands

This employee must have the cognitive skills to learn new tasks, refer to and remember office procedures, complete tasks independently, integrate information for decision-making, comprehend, problem solve, make timely decisions in the context of a work flow, and communicate effectively with supervisors, management staff, and clients. Stress level can vary with the level of activity in the office or with the occasional difficult client. This position may need to assist in the management safety concerns at times.

ACCESS / SECURITY CLEARANCE

This employee will have access to email, the Human Resource Information System (UKG), and Wanido, which is a platform for employee engagement and organizational health. Access to Vireo is commensurate with job duties.

AAP / EEO STATEMENT

Solutions does not discriminate in employment with regard to race, creed, national origin, political affiliation, marital status, age, gender, sexual orientation, or number of dependents. As part of the Solutions team, no provider or staff member shall aid, coerce, or conspire to cause a termination or resignation of another team member because of illegal discriminatory factors.