Program Assistant

Access, Inc.; City of Middletown, Northern (NY, KY); Hybrid; USD 23,000 - 28,000; Full time

Job summary

Access, Inc. in Middletown, NY is seeking a Program Assistant to support staff and clients, coordinate appointments, and maintain accurate records. You will handle intake, answer questions, and help ensure services run smoothly in a busy program environment.

The role emphasizes multitasking, organization, and clear communication with clients and team members. Monday–Friday, 8:00 AM–4:30 PM, with an $18.00/hour pay rate.

Qualifications

• Two years of related experience preferred.
• Proficiency with Microsoft Word, Excel, and Outlook.

Responsibilities

• Be a welcoming first point of contact by answering, screening, and directing phone calls.
• Support staff and the people we serve by responding to questions, needs, and requests with professionalism and care.
• Keep information accurate and up to date through daily data entry, EHR updates, filing, faxing, and maintaining records.
• Coordinate doctor’s appointments and help ensure important services and follow-ups stay on track.
• Prepare daily and weekly reports that help our teams stay informed and organized.
• Assist with intake screenings and help welcome new clients into our programs.
• Support client enrollment and discharge processes, ensuring transitions are handled accurately and respectfully.
• Accept and process payments while maintaining accuracy and confidentiality.
• Keep the office running smoothly by ordering office supplies and helping with day-to-day administrative needs.
• Assist with technology and system-related needs, communicating effectively with system users about technical and business issues.
• Take on additional assignments as program needs evolve.

Education

Two years of related experience preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Do Work That Matters. In a Culture That Means It.

Be part of a team that values connection, accountability, and real impact.

Why Access?

Because how we work matters just as much as what we do. At Access, our Culture Playbook isn’t a poster on the wall – it’s how we show up for each other and for the people we support.

You’ll be part of a team that is:

• Clear about expectations
• Supportive and accountable
• Focused on outcomes that matter to people.

And committed to helping people live the healthiest and fullest lives possible – while making sure out staff can do the same.

Location: Middletown, NY
Schedule: Monday–Friday, 8:00 AM–4:30 PM
Pay Rate: $18.00/hour

Make a Difference Behind the Scenes

Are you organized, dependable, and someone who enjoys being the person others can count on? Do you like a fast-paced workday where no two hours are exactly alike?

As a Program Assistant, you’ll play an important role in keeping our program running smoothly and helping our staff and the people we serve get the support they need. From coordinating appointments and maintaining accurate records to assisting with intake, answering questions, and keeping information moving, your work will have a direct impact on the quality of services we provide.

This is a great opportunity for someone who enjoys multitasking, problem-solving, working with people, and staying organized in a busy environment.

What You'll Do

Every day brings something different. Your responsibilities may include:

• Be a welcoming first point of contact by answering, screening, and directing phone calls.
• Support staff and the people we serve by responding to questions, needs, and requests with professionalism and care.
• Keep information accurate and up to date through daily data entry, EHR updates, filing, faxing, and maintaining records.
• Coordinate doctor’s appointments and help make sure important services and follow-ups stay on track.
• Prepare daily and weekly reports that help our teams stay informed and organized.
• Assist with intake screenings and help welcome new clients into our programs.
• Support client enrollment and discharge processes, helping ensure transitions are handled accurately and respectfully.
• Accept and process payments while maintaining accuracy and confidentiality.
• Keep the office running smoothly by ordering office supplies and helping with day-to-day administrative needs.
• Assist with technology and system-related needs, communicating effectively with system users about technical and business issues.
• Take on additional assignments as program needs evolve.

What Makes Someone Successful in This Role?

You’ll thrive in this position if you are someone who:

• Is highly organized and takes pride in getting the details right.
• Can juggle multiple priorities without losing track of what matters.
• Communicates clearly and treats everyone with respect.
• Enjoys helping others and providing excellent customer service.
• Stays calm, professional, and solution-focused during stressful situations.
• Is comfortable learning new systems, technology, and processes.
• Can adapt quickly when priorities change.
• Enjoys being part of a team and contributing wherever help is needed.

Qualifications

Preferred Experience:

• Two years of related experience preferred.
• Proficiency with Microsoft Word, Excel, and Outlook.
• Hands-on experience with network administration or technical systems is a plus.
• Ability to communicate effectively with system users regarding technical and business needs.

What You Bring to the Team

We’re looking for someone who combines people skills with organizational and technical abilities. You don't have to know everything on day one — but you should be comfortable learning, asking questions, solving problems, and taking ownership of your responsibilities.

Most importantly, you should understand that every phone call, appointment, data entry task, report, and interaction helps our team provide better services to the people in our community.

Physical Characteristics

This position requires the ability to:

• Sit or stand at a computer for extended periods.
• Work effectively in an open-space office environment.
• Move throughout the workday and, when needed, follow people served throughout the community.
• Work alongside coworkers in close proximity.
• Navigate tight spaces as needed to perform job responsibilities.

• Occasional lifting of > 25+ pounds
• Must be capable to sit or stand in front of a computer for long-periods of time
• Must be capable to move throughout work day and follow people served throughout community
• Work alongside co-workers within 3 feet
• Must be able to move in tight spaces

An Equal Opportunity Employer, including disability and Veterans