Program Assistant (47181)

Position Summary:

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:

• 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.

Essential Qualifications:

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.

Education:

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

Experience and Competencies:

Working Conditions:

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

Physical Demands:

• 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