Program Assistant

Program AssistantThe Program Assistant provides administrative, clerical, and operational support to ensure the efficient day-to-day functioning of the ACT/ACT Plus program. This position serves as a key administrative resource for program staff, leadership, participants, and external stakeholders by managing communications, maintaining records, supporting financial processes, and coordinating office activities.The Program Assistant serves as the first point of contact for the office and plays an important role in creating a professional, organized, and responsive environment while supporting the delivery of behavioral health services and program operations.Direct DutiesAdministrative SupportProvides administrative and clerical support to program leadership and staff.Performs routine office duties including typing, filing, copying, scanning, and document management.Maintains organized filing systems and ensures accurate record retention.Prepares correspondence, forms, reports, spreadsheets, and other documents as needed.Supports scheduling, coordination, and administrative activities for program staff.Assists with data entry, record maintenance, and reporting requirements.Maintains office supplies and assists with procurement and inventory management.Supports event planning, meeting coordination, and special projects as assigned.Front Office & Communication SupportServes as the primary point of contact for office visitors, participants, vendors, and callers.Answers telephone calls and directs inquiries to appropriate staff members.Takes and distributes messages accurately and promptly.Assists with maintaining communication flow throughout the office.Receives, processes, and distributes incoming mail, facsimiles, and other communications.Provides professional and courteous customer service to internal and external stakeholders.Represents the organization professionally in all interactions.Records & Financial SupportMaintains and updates filing systems to ensure accurate documentation and compliance.Assists with client-related financial processes and documentation.Supports management of participant funds, expenses, and financial tracking activities.Assists home managers and program staff with organizing and maintaining financial records.Ensures documentation is completed accurately and maintained according to organizational standards.Supports audits, reviews, and documentation requests as required.Other ResponsibilitiesSupports overall program workflow and operational efficiency.Collaborates with program staff and leadership to meet operational needs.Assists with documentation, reporting, and compliance requirements.Supports implementation of organizational policies and procedures.Participates in meetings, trainings, and professional development activities.Maintains confidentiality of participant, employee, and organizational information.Demonstrates professionalism, sound judgment, and customer service excellence.Performs additional duties and special projects as assigned.Job QualificationsEducation and ExperienceHigh School Diploma or GED.Associate's Degree or college coursework in Business Administration, Office Administration, Accounting, Human Services, or related field.Two (2) to three (3) years of administrative assistant, office coordinator, front office, or clerical support experience.Experience working in healthcare, behavioral health, human services, or nonprofit environments preferred.Experience supporting financial recordkeeping and office operations preferred.Required SkillsStrong verbal and written communication skills.Strong organizational and administrative abilities.Excellent customer service and interpersonal skills.Ability to manage multiple priorities and deadlines.Strong attention to detail and documentation accuracy.Ability to maintain accurate records and filing systems.Knowledge of office procedures and professional business communications.Ability to work independently and collaboratively within a team environment.Ability to maintain confidentiality and professionalism.Proficiency with: Microsoft WordMicrosoft ExcelMicrosoft OutlookMicrosoft Office applicationsOffice equipment and technology systemsJob CompetenciesAdministrative & Organizational SkillsDemonstrates strong organizational abilities through effective recordkeeping, filing, scheduling, and administrative support.Communication SkillsCommunicates professionally and effectively through verbal and written interactions with staff, participants, vendors, and community partners.Customer Service & Professional PresenceServes as a welcoming and professional representative of the organization while providing exceptional service to all stakeholders.Attention to DetailMaintains accuracy and completeness in documentation, financial records, correspondence, and reporting activities.Technical & Office Systems ProficiencyUtilizes office technology, software applications, and administrative systems effectively and efficiently.Time Management & Task CoordinationSuccessfully prioritizes competing responsibilities and supports efficient program operations.Teamwork & CollaborationWorks cooperatively with program staff, managers, and leadership to accomplish organizational goals.Adaptability & FlexibilityResponds effectively to changing priorities, workload demands, and operational needs.Network FunctionsVehicle RequirementsCurrent driver's license with acceptable driving record.Reliable transportation available as required for business needs.Equipment/MachinesEquipment OperationsTelephone systemsCellular phoneComputerCopierScannerFax machineCalculatorMulti-function office equipmentComputer Software ApplicationsMicrosoft OutlookMicrosoft WordMicrosoft ExcelMicrosoft TeamsElectronic documentation systemsFinancial tracking systemsAgency-specific software applicationsPhysical DemandsPhysical RequirementsSitting for extended periods while performing administrative tasks.Standing, walking, reaching, filing, and retrieving documents.Bending, stooping, lifting, and climbing stairs when necessary.Frequent use of computer systems and office equipment.Ability to move throughout office and program locations.Lifting RequirementsAbility to occasionally lift, move, or carry up to 50 pounds.Working ConditionsProfessional office environment.Behavioral health program settings.Multiple office and program locations.Modern, well-lit facilities with elevator access where available.Accident, Health Hazard and Security KnowledgeBloodborne PathogensRight-To-KnowHIPAAInformation Privacy & Security StandardsFire and Safety RegulationsWorkplace Safety ProceduresGeneral RequirementsMaintain and abide by OSHA requirements and guidelines.Observe all Fire and Safety Policies and Procedures.Observe all Fiscal, Office, Human Resources, and Personnel Policies and Procedures.