Program Assistant

Responsible for ensuring that the Village residents receive all appropriate services. Provides administrative support with day-to-day treatment operations as required, as well as performance of other work-related duties as assigned.

• Essential Job Functions:
  
• Provide accurate information regarding policy and procedures to program staff.
  
• Assist Treatment Director with the implementation and oversight of the program treatment schedule.
  
• Coordinate the referrals system process and maintain the screening process of new referrals to the program.
  
• Will adhere to confidentiality regulations regarding client information.
  
• Create and maintain a contact log for all outreach activities that includes, in-service presentations, follow-up phone calls for enrolled clients.
  
• Assist Treatment Director with the staff monthly scheduling.
  
• Prepare statistical reports in preparation for DHS quarterly reports, Master Population Sheets, and patient treatment days, etc.
  
• Maintain Census Report: enrollment, attendance/participation, completion
  
• Refer incoming calls to appropriate staff, fill-in message form completely and distribute messages according to established procedure.
  
• Attend and maintain minutes for weekly program meetings.
  
• Assist with preparation and completion of bi-weekly reports ensuring completion.
  
• Responsible for maintaining an inventory and distributing office supplies monthly.
  
• Review all documentation as requested by Treatment Director.
  
• Perform secretarial duties for programs as requested including:
  
• Drafting and editing correspondence, memos, and forms.
  
• Duplicate materials as needed
  
• Maintain Petty Cash- managing requests for petty cash, receipts, reconciliations, and reimbursements.
  
• Ensure that all program receipts are turned into administrative office every Tuesday for processing.
  

Two years working with community organizations and the business community. Strong organizational skills and follow-up skills, excellent written and verbal communication skills. Proficient in Microsoft Office programs. Type at least 50 wpm. Work independently. Must have a working knowledge of general office procedures. Strong organizational skills and good follow-up skills. Ability to present program information to community stakeholders.

Bachelor’s degree preferred, at least 3 -5 years of administrative and secretarial procedure experience

• Work is primarily performed in an office or residential treatment setting; and
  
• Some outdoor activities may be required.
  

• Requires mobility and physical activity: Having an adequate range of body motion and mobility, to work in the office environment including standing and walking (even and uneven surfaces) to interact with co-workers in the office environment, sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 30 pounds. Constant use of computer and telephone systems is required which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files). Requires the ability to operate a motor vehicle.
  
• Requires talking: Expressing or exchanging ideas by means of the spoken word. Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly.
  
• Requires hearing: Hearing is required to receive and communicate detailed information through oral communication.
  
• Requires seeing: Clarity of vision at 20 inches or less as well as vision adequate for driving a motor vehicle. This factor is required to complete paperwork for many of the employee�s essential job functions and when driving a motor vehicle.
  
• The normal work routine involves no exposure to human blood, body fluids or tissues. Job duties do not include performing or assisting in emergency medical care or first aid.
  

• Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions.
  
• Requires the ability to work and cooperate with clients, co-workers, managers, the public and employees at all levels to exchange ideas, information, instructions and opinions.
  
• Requires the ability to work under time deadlines.