ACT Program Assistant

Job Title: Program Assistant

Qualifications: May have education/experience in the field of human service (e.g., associate or bachelor’s degree in human services or experience as an inpatient unit clerk or in a medical clinic), or office management or both. Pass drug screening and criminal background check. Must have a valid driver’s license for the state in which the program operates.

Hours: Monday through Friday 8:00 am until 4:30 pm. Other times may be required with the job or adjusted by your supervisor.

Summary of Job Duties: This support member to the ACT multidisciplinary team is responsible for organizing, coordination and monitoring all nonclinical operation of ACT under the direction of the team leader; providing receptionist activities including triaging calls, coordinating communication between the team and clients, deescalating situations with clients who have increase of symptomatology, and assisting clients, their families and agencies to get answers to question; maintaining accounting and budget records for client and programs expenditures; and operating and coordinating the management information system.

This position reports directly to the Team Leader/Supervisor.

Essential Duties and Responsibilities:

• Prepare the monthly work schedule and recommend and revise policies and procedures pertaining to these schedules in accordance with labor contract agreements.
• Maintain records of time staff worked and leave time.
• Maintain and review with the team leader the unit budget for operation of the ACT facility and assure that all purchases of supplies and equipment remain within that budget.
• Order and maintain unit supplies, equipment, and furniture; arrange for repair of office furniture and equipment; record mileage logged on program vehicles; and arrange for maintenance of program vehicles.
• Assist nurse in ordering medication for clients from pharmacies according to state purchasing regulations.
• Record admissions and discharges to provide a source of information for statistical reports.
• Maintain ACT client charts according to the standards of the Joint Commission on Accreditation of Healthcare Organizations and other certifying bodies, including the following: set up charts for newly admitted clients; file materials in client charts and files to assure current, accurate information is available; and monitor ACT clinical charts in coordination with the team leader, to assure that they are being maintained in accordance with unit policies and procedures.
• Inform and consult with ACT staff for proper maintenance of ACT clinical charts and conduct in-service training for ACT staff regarding clinical charting requirements.
• Update and maintain a policies and procedures manual to assure that current and accurate information is available to staff.
• Type letters, memos, and reports using word-processing equipment.
• Prepare letters to request medical records and client authorizations and maintain log of requests and records received.
• Design and maintain forms to obtain and maintain insurance information regarding all ACT clients.
• Collect necessary data and prepare reports.
• Sort, route, and prioritize incoming mail with distribution to appropriate staff.
• Greet people at ACT headquarters and answer telephone calls including performing the following: (1) triage and coordinate communication between the team and clients; (2) get answers to questions for clients, families, community resources, and agencies; (3) work with callers to relieve urgent situations or to temporarily manage them until other staff are available; (4) attend to symptomatic behavior (shouting and pacing) of clients who come into the ACT office for appointments with staf