Program Assistant

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

• Must have excellent communication and interpersonal skills.

• Must be able to deal with difficult situations in a client-oriented manner and present professionally at all times.

• Must be able to complete paperwork requirements in a timely manner.

• Must have good time management skills.

• Good organizational skills are a must.

• Must be able to multi-task and re-prioritize at times.

• Word processing / spreadsheet program knowledge/ability needed.

• Experience in electronic medical records is preferred?

• Fluid with Microsoft Word and Excel?

• Excellent communication and interpersonal skills.?

• Professional presentation?

• Customer service experience preferred?

• Must pass a comprehensive criminal background check.?

ESSENTIAL FUNCTIONS

Primary Responsibilities

• Coordinate interviews for program applicants

• Build the schedule for the Foster Care program

• Make purchases as assigned, e.g., the grocery cards each week

• Organize and process program receipts

• Answer the HCBS program phone line

• Timely response to inquiries from clients or staff to coordinate client care

• Completion of releases of information as assigned?

• Sort and distribute incoming mail; organize and stamp outgoing mail

• Open the office area, as assigned, following office procedures

• Maintain confidentiality in all aspects of the job and facilitate data privacy practices in the office.?

• Monitor the waiting room and clinic areas for potential hazards and safety risks, taking appropriate actions steps as needed.?

• Provide support to the Program Director for the management of reports, such as the clinician caseload report?

Administrative Responsibilities

• Attend work as scheduled; reliability with attendance is a must

• Follow HCBS Foster Care procedure manual

• Use Teams for inter-office communications

• Attend and participate in training and supervision meetings as scheduled

• Completes 20 hours of training and professional development annually

• Manage and secure petty cash box, as applicable

• Monitor and coordinate office supply needs with Program Director

• Complete time and expense sheets bi-weekly within designated time frames.?

• Timely completion of administrative tasks and requests for communication, e.g., alerts/tasks assigned in the Human Resource Information System (UKG)

• Contribute to the development of the agency policies and procedures as assigned.?

Professional Expectations

• Maintain professional dress and demeanor

• Work in a positive and cooperative manner with others.?

• Resolve problems constructively.?

• Manage emotions on the job

• Take initiative. Be willing to pitch in. Be a team player

• Support new staff by providing training.?

• Communicate openly and directly with others; follow the organizational chart to solve problems, e.g., bring concerns upwards to your supervisor/manager and not other parties/departments.

• Show flexibility when situations change, and re-prioritize work tasks when needed.?

• Be a good ambassador of Solutions. Display a positive attitude about your job and the agency.?

• Be patient with clients, co-workers and other team members.?

• Be willing to give and accept constructive feedback.?

• Accept responsibility for your own behavior and decisions.

• Adheres to the mission, vision and values of Solutions

• Participation in Wanido platform?for enhancement of employee and agency health and well-being

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:??

• Life and carry 25 – 100?lbs.??

• Push/Pull?

• Squat/Kneel/Stoop??

• Bend?

• Twist upper and lower back??

• Climb a ladder??

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.