Program Assistant

JOB DESCRIPTION

POSITION

Program Assistant

REVISION DATE

PROGRAM

Adult Group Homes

01/03/2026

POSITION SUMMARY

This position is responsible for clerical and receptionist services in the Adult Group Home Program. Duties include authorizations, intake coordination, maintenance of client and program charts, answering phones, coordinating appointments, preparing meeting handouts, taking notes, and supporting the Program Director and Site Managers.


REPORTS TO

Program Director, Adult Residential Services. This position is also guided by the position description, Agency and program policies and procedures, applicable State and Federal laws, and the standards and requirements of the pertinent professional organizations and disciplines.

CLASSIFICATION

Part-Time, Non-Exempt

COMPENSATION

$17.50/hr - $19.50/hr

I. CORE FUNCTIONS

Administrative Duties

1. Answer all incoming phone calls in a timely, courteous and professional manner. Ensure that incoming calls are routed to the appropriate individual or extension. Take phone messages as necessary, ensuring that information is gathered accurately and forwarded to the appropriate individual in a timely manner.
2. Maintain the office according to routine business office standards. Establish and maintain, as necessary, procedures to ensure that filing and storage systems are systematic, well-organized and consistent with industry standards. Ensure all necessary forms and paperwork are readily available and updated as necessary. Check office mailbox in Administration and distribute mail and faxes in a timely manner.
3. Ensure that office supplies and related program needs are in sufficient supply and/or ordered in a timely manner. Ensures proper maintenance of office equipment and coordinating repairs as needed.
4. Type letters, reports and prepare other documents, including transcribing documents as necessary or directed in a neat, accurate and timely fashion.
5. Create and/or maintain data collection systems necessary to support the reporting needs of assigned programs. Ensure that data entry is completed in an ongoing and timely manner, that necessary reports are generated according to necessary timelines and that all information is accurate and complete.
6. Assist, as necessary or requested, in maintaining appointment schedules and scheduling/re-scheduling client appointments. Work with Program Director and Site Managers to develop/maintain a system of reminders for client appointments to assist in the reduction of no-show rates.
7. Assist in the intake and screening process for potential clients as they are referred for services, ensuring that all necessary forms are completed in a timely and accurate manner. Ensure that referrals, intake, and screening documents are forwarded to the appropriate staff for follow-up.
8. Develop and/or maintain a system for ensuring that all services provided are authorized by the Adult Mental Health Division. Ensure that all required processes are followed to ensure maximum billing opportunities. Ensure all billings are done in a timely manner.
9. Maintain the client charts according to contract, Quality Assurance (QA), and all other applicable statutory standards and requirements. Ensure that each client chart contains all necessary and requisite forms and that each is completed in a timely and accurate manner and filed in the appropriate section(s) of the client record. Work closely, as necessary, with all Housing and QA staff to ensure that all necessary chart forms are completed and available for the chart in a timely manner.
10. Complete and submit daily house vacancy reports to AMHD.
11. Maintain document binders needed for annual AMHD audits, such as Lifeskills, hourly checks, etc.
12. Work with Program Director and Site Managers to ensure that group homes are maintained in good order and repair. Under the supervision of the Program Director, request and track needed repairs.
13. Assist Program Director as needed with preparation for monthly mandatory training.
14. Assist, when necessary or directed, with the provision of clerical and related support services for other teams and/or programs.
15. Assist, as needed or directed, in the coordination of client care with other service providers, including requesting and receiving information relevant and necessary for effective and appropriate care. Ensure effective communication and transfer of information between providers, according to agency policy, contract requirements, and any applicable state and federal statutory requirements.
16. At all times, respect the cultural values and beliefs of all clients; ensure that client rights and confidentiality are protected, ensuring an ethical code of conduct at all times.
17. Perform any and all other duties as may be requested and which are consistent with the position but not otherwise identified.

II. OTHER FUNCTIONS

1. Must be able to accurately type from dictation and/or from handwritten records and be able to accurately proof-read one's own work.
2. Must be able to type or complete word-processing assignments, with accuracy, at a minimum of 45 words per minute.
3. Must be familiar and able to gain proficiency at a variety of computer programs, including word-processing and spreadsheets.
4. Must have a demonstrated ability to organize work and work environment, set priorities, and follow tasks through to completion.
5. Must be able to communicate effectively, both verbally and in writing, in the English language.

III. QUALIFICATIONS

Knowledge / Abilities

Education

1. High School Diploma or GED equivalent from an accredited institution.

Experience

1. Must be familiar with office procedures and office technology. Prior office experience in health related setting preferred.

Preferred Qualifications

1. Associate's Degree in business office or clerical related field with demonstrated experience in office management preferred.

Physical Requirements

1. Within reasonable modifications, must be physically able to perform efficiently the duties of the position. Any physical condition which could cause the applicant to be a hazard to himself/herself or to others will disqualify him/her for appointment.

IV. OTHER REQUIREMENTS

1. Must be physically able to perform job duties with or without reasonable accommodation.
2. Valid driver's license and clean driving record.
3. Availability to work flexible hours, including nights, weekends and holidays as needed.
4. Consent to background checks and drug testing as per organizational policy.

Equal Employment Opportunity (EEO) Statement:

We are an equal opportunity employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any federal, state, or local protected class.

Work Environment and Physical Demands:

This job operates in a professional office environment. The role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, or crouch.

Professional Development and Training:

This position is expected to participate in ongoing professional development opportunities and attend relevant workshops and training sessions as deemed necessary by the Supervisor.

Job Description Disclaimer:

This job description is intended to convey information essential to understanding the scope of the position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with the position. Duties, responsibilities, and activities may change at any time with or without notice.

M-F 11:45am - 4:30pm