Program Support Specialist

We accept applications for open positions. We are an equal opportunity employer.

Job Purpose:

Support the program by completing and coordinating administrative workflows and serving as a point of support for employees, persons supported, families/designees, vendors, and internal partners.

Hiring Range : $19.00hr-$21.00/hr commensurate with experience

Essential Functions:

• Coordinate daily administrative workflows and prioritize assigned tasks to support accurate and timely completion in alignment with program needs.

• Monitor intake and enrollment workflows to ensure documentation is complete, accurate, and processed in accordance with department procedures, regulations, and established timeliness.

• Complete daily program duties, including mail processing, document collection, organization, record maintenance, office supply ordering, maintaining checklists for budget changes, reporting, enrollment tracking, invoice processing, and general office support.

• Handle and disseminate Personal Identification Information (PII) and other highly confidential and sensitive information appropriately while maintaining professional communication with employees at all levels of the organization, as well as visitors, vendors, and contract personnel.

• Collect, organize, maintain, and review program records, manuals, electronic files, hanging files, intake documents, checklists, monthly expense reports, budget/termination checklists, and compliance documents for accuracy and completeness.

• Monitor the general email/mailbox and related communication processes to ensure timely responses, appropriate follow-up, and continued compliance with the Health Information Portability & Accountability Act (HIPAA).

• Serve as a point of contact and support for stakeholders throughout the intake and enrollment process, referring complex or unresolved matters to the Program Support Supervisor

• Facilitates communication and resolution of issues involving people supported, families, care managers, brokers, and employees.

• Support program enrollment activities through the electronic database system and enter, update, and maintain information according to department expectations.

• Review, upload, process, and audit invoices as assigned, ensuring documentation is complete, and discrepancies are addressed or escalated appropriately.

• Process product and supply orders, maintain records supporting purchases, and monitor supply levels to support operations.

• Participate in Guest Services desk coverage rotation as assigned.

• Provide office front desk coverage, general agency administrative support, and department administrative support, including occasional work outside normal business hours when needed.

• Support general office upkeep and ensure shared workspaces, supplies, and administrative resources are maintained in an organized and professional manner.

• Performs other duties as assigned by Program Support Supervisor and/or designee within scope of practice.

Non-Essential Functions:

• Participate in various EPI committees as able.

Compliance:

• Must maintain confidentiality and exercise discretion concerning all business-related matters, including but not limited

to board/vendors/donors’ names, investigations, finance, operations, and employee relations matters.

• Must be willing to complete specified certification training & specific company required trainings as mandated by our governing agency, Office for People with Developmental Disabilities (OPWDD), at time of hire and annually thereafter.

• Must adhere to all policies & procedures (company, department, and/or program) at all times and report policy violations to appropriate personnel.

Professional Deportment:

Consistently demonstrate EPI’s Values:

• Integrity

• I will do what I say I will do.

• I honor my commitments, follow up, and adjust expectations if circumstances change.

• I do the right thing when no one is watching.

• Courage

• I own my responsibilities and take initiative without being told to do something.

• I do not shy away from difficult conversations. I will give and receive honest feedback.

• I constructively share my ideas and lean into disagreements for the betterment of the organization.

• Adaptability

• I am open to different ideas and ways of accomplishing our mission.

• I am approachable and work to develop self-awareness around how I am being perceived by others.

• I own my mistakes and learn from them.

• Respect

• I treat others the way they want to be treated.

• I am courteous, responsive, and presume best intentions.

• I recognize and acknowledge positive actions and contributions. I give credit where it is due.

• I listen to understand and reframe my message to ensure I am understood.

Education and Experience:

• Minimum high school diploma or GED with one (1) years’ OPWDD or related administrative work experience. An associate degree and experience supporting program operations are preferred.

Supervision:

• This position has no direct reports and does not carry hiring, performance management, time and attendance approval, disciplinary, or other supervisory authority.

Computer Skills:

• Strong working knowledge of Microsoft programs to include Email, Word, Excel, PowerPoint, Teams.

• Prior electronic record keeping system experience is preferred.

Qualifications:

• Must possess and maintain a valid NYS Driver’s License-use of an agency vehicle is required for business travel.

• Solid verbal and written communication skills, with demonstrated ability to communicate with all a diverse work population of various levels within the organization.

• Mature interpersonal/professional skills to effectively collaborate, resolve issues, and maintain confidentiality.

• Demonstrated ability to use poise, tact, maturity, and diplomacy during difficult and/or stressful situations to effectively collaborate and resolve issues.

• Proven ability to work in a fast-paced environment, with demonstrated ability to manage multiple tasks, and customer requests, while meeting deadlines.

Physical Demands:

The physical demands described below are representative of those that are required to successfully perform the essential functions of this job. Individuals with disabilities, which impact their ability to perform the essential functions, will need to review reasonable accommodations with Human Resources.

• • Must be able to talk, hear, stand, walk, and/or sit for extended periods of time; may have to twist, bend, use hand to finger, stretch with hands and arms.

• Specific vision abilities required by this job include close vision and ability to adjust focus.

• May be exposed to strong odors from time to time.

• Must be able to lift and carry up to 50 lbs.

While performing the duties of this position, exposure to changing weather conditions will occur.

#IND

Empowering People's Independence(EPI)

1650 South Avenue

Rochester, N.Y. 14620

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Job Details

Job Family Administrative

Pay Type Hourly