Program Assistant

Wayfinder Family Services; California; On-site; USD 26,000 - 31,000; Full time

Benefits offered by this job

Paid Time Off (PTO)

11 paid holidays

Medical, dental, vision, life, and LTD

401(k) with employer match

PSLF eligible

FSA plans

Job summary

Wayfinder Family Services in California seeks a diligent Program Assistant to provide routine administrative support for the ATLAS program. You will handle front-desk reception, electronic health record data entry, and prepare reports on billing, productivity, and caseload.

The role requires a high school diploma (associate/bachelor preferred) and experience with an electronic health record such as SmartCare. Bilingual English/Spanish is preferred, and a valid CA driver's license is required.

Qualifications

• Two years of administrative assistant experience in behavioral health, healthcare, or social services preferred.
• Experience with electronic health records data entry, document upload, and report generation.
• Bilingual in English and Spanish preferred; other languages common in ATLAS ZIP code communities are a plus.

Responsibilities

• Provide routine administrative duties for the ATLAS program and open clients in the EHR.
• Perform front-end record setup for new referrals and ensure HIPAA-compliant document handling.
• Run reports on billable services, productivity and caseload; distribute to supervisors on schedule.
• Coordinate scheduling for Child and Family Team meetings and other program events.
• Support onboarding logistics for new staff, including training and system access coordination.

Skills

Administrative support

Electronic health records

Bilingual English/Spanish

Driver's license

Education

High School Diploma or equivalent

Associate or bachelor's degree preferred

Tools

SmartCare

Job description

At Wayfinder Family Services, we understand the unique challenges facing some of our state’s most vulnerable children, youth and adults. Those with disabilities, those without a home of their own, those who have been abused and many, many more. We answer the call for them. We believe in the amazing potential in, and for, each and every one of them. And, together, we find a way to turn that potential into reality.Program and Role SummaryWayfinder’s ATLAS program connects Sacramento County children, youth, and families to community outreach, early intervention, outpatient mental health, and Therapeutic Behavioral Services that improve access to care, strengthen families, and support long-term stability.The primary focus on the Program Assistant is to provide routine support services, electronic health record data entry, and administrative support for ATLAS, Wayfinder's integrated children's specialty mental health services programThe hourly wage range for this role is $18.57 - $22.28.Primary Responsibilities:Supports the ATLAS program by providing a variety of administrative duties, including opening clients in the electronic health record and completing front-end record set-up for new referrals.Ensures all documents are uploaded to the appropriate record in SmartCare and redacted as needed to ensure compliance with agency and County standards pertaining to protected health information.Runs reports pertaining to billable services, productivity, and caseload within the electronic health record, and distributes reports to the Program Director, Clinical Program Managers, and other appropriate staff on the established schedule.Coordinates and maintains scheduling for Child and Family Team meetings, multidisciplinary team meetings, the monthly evidence-based practice integration meeting, and the program calendar of events, including meetings held at approved co-location partner sites.Maintains the co-location schedule and staff coverage calendar for approved co-location partner sites in support of the Early Intervention and Outreach and Engagement Program Manager.Ensures all new hires obtain the required NPI number and are associated with Wayfinder Family Services in the NPPES registry, and maintains a current roster of provider identifiers, taxonomies, and supervising provider assignments for claiming purposes, in coordination with the Billing and Data Specialist.Maintains tracking of staff licensure, registration, certification, and County staff registration status and expiration dates, and alerts the Program Director and Clinical Program Managers in advance of expirations.Attends County Behavioral Health Services provider meetings and other County convenings as requested, and distributes County communications, policy issuances, and notices to the appropriate staff.Provides reception and front-desk support at the hub, greeting youth and families, managing incoming calls, and directing inquiries to the appropriate team member.Supports onboarding logistics for new staff, including scheduling of required training, system access requests, and coordination with Human Resources, Information Systems, and Finance.Performs other duties as may become necessary or as directed.Education and Experience:High School Diploma or equivalent required. Associate or bachelor's degree in a related field from an accredited college or university preferred.One to two years of experience in an administrative assistant capacity, preferably in a behavioral health, health care, or social services setting.Experience with an electronic health record, including data entry, document upload, and report generation. SmartCare experience preferred.Bilingual in English and Spanish, or another language prevalent in the ATLAS priority ZIP code communities, preferred.Experience coordinating complex meeting schedules across multiple teams and external partners.Valid California Driver’s License with a minimum of three (3) years of good driving history and must be approved by the agency’s insurance carrier to drive agency vehicles.Benefits: Wayfinder is committed to providing our employees with a benefits program that is both comprehensive and competitive which includes:Paid Time Off: Generous Paid Time Off (PTO) policy, 11 paid holidays, plus five winter holidaysMedical, dental, vision, life, and long-term disability insurance401(k) retirement plan with employer match up to 4%Employee referral program: Encourage your colleagues to join usPublic Service Loan Forgiveness (PSLF) eligibleFlexible spending account (FSA) plansEligibility and other benefits are outlined in plan documentsWayfinder Family Services is an Equal Opportunity Employer. We support a drug-free workplace and conduct pre-employment background and drug screenings.