PROGRAM ASSISTANT-HOURLY

Program Assistant

The 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 Duties

Administrative Support

• Provides 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 Support

• Serves 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 Support

• Maintains 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 Responsibilities

• Supports 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 Qualifications

Education and Experience

• High 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 Skills

• Strong 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 Word
  • Microsoft Excel
  • Microsoft Outlook
  • Microsoft Office applications
  • Office equipment and technology systems

Job Competencies

Administrative & Organizational Skills

Demonstrates strong organizational abilities through effective recordkeeping, filing, scheduling, and administrative support.

Communication Skills

Communicates professionally and effectively through verbal and written interactions with staff, participants, vendors, and community partners.

Customer Service & Professional Presence

Serves as a welcoming and professional representative of the organization while providing exceptional service to all stakeholders.

Attention to Detail

Maintains accuracy and completeness in documentation, financial records, correspondence, and reporting activities.

Technical & Office Systems Proficiency

Utilizes office technology, software applications, and administrative systems effectively and efficiently.

Time Management & Task Coordination

Successfully prioritizes competing responsibilities and supports efficient program operations.

Teamwork & Collaboration

Works cooperatively with program staff, managers, and leadership to accomplish organizational goals.

Adaptability & Flexibility

Responds effectively to changing priorities, workload demands, and operational needs.

Network Functions

Vehicle Requirements

• Current driver's license with acceptable driving record.
• Reliable transportation available as required for business needs.

Equipment/Machines

Equipment Operations

• Telephone systems
• Cellular phone
• Computer
• Copier
• Scanner
• Fax machine
• Calculator
• Multi-function office equipment

Computer Software Applications

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft Teams
• Electronic documentation systems
• Financial tracking systems
• Agency-specific software applications

Physical Demands

Physical Requirements

• Sitting 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 Requirements

• Ability to occasionally lift, move, or carry up to 50 pounds.

Working Conditions

• Professional 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 Knowledge

• Bloodborne Pathogens
• Right-To-Know
• HIPAA
• Information Privacy & Security Standards
• Fire and Safety Regulations
• Workplace Safety Procedures

General Requirements

• Maintain 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.