Program Assistant

Talentify; Fairbanks (AK); On-site; USD 42,000 - 54,000; Full time

Job summary

Talentify seeks an administrative assistant to support Behavioral Health Services and grant-funded programs. You will handle data entry, reporting, screening, and court-related paperwork while maintaining client files and supporting multiple departments.

This role requires strong organization, communication, and ability to work with diverse teams. A high school diploma and 3+ years of admin experience are preferred; familiarity with Word/Excel is expected.

Qualifications

• Ability to report to work on time with reliable attendance.
• Experience with customer service concepts and practices.
• Understanding and sensitivity to diverse cultures and lifestyles.
• Proficient with personal computers and software.
• Strong organizational and time management skills with high accuracy.
• Ability to manage multiple priorities and complex workflows.
• Excellent oral and written communication skills.
• Ability to work well with colleagues, supervisors, and clients.
• Ability to work independently as well as in a team.

Responsibilities

• Answers calls professionally, directs inquiries and takes messages.
• Greet visitors and route to appropriate staff.
• Input data, prepare reports, and maintain tracking systems.
• Prepare quarterly reports and communicate via email.
• Complete daily tickler reports and related notifications.
• Conduct client screenings and request background checks as needed.
• Prepare completion paperwork for courts, DA, and DMV.
• Perform light housekeeping and maintain office.
• Provide clerical support for Behavioral Health Services and grant-funded programs.
• Compose letters and correspondence for staff.
• Maintain client files and program documents.
• Assist supervisor with program tracking, budgets, and statistics.
• Attend hearings when required and respond to subpoenas.

Skills

Punctuality

Customer service concepts

Cross-cultural communication

PC skills

Time management

Multitasking

Oral and written communication

Teamwork

Independent work

Education

High school diploma / GED

3+ years of administrative experience

Tools

Microsoft Word

Microsoft Excel

Job description

SUMMARY

This position assists staff with administrative duties and oversees general office flow, performing both clerical as well as non-clerical duties in support of all Behavioral Health Servies and grant-funded programs.

JOB DUTIES

• Answers telephone calls in a professional and positive manner. Directs calls to appropriately, taking messages as needed. Answers questions regarding general information about the program.
• Greets visitors in a professional and positive manner, determines the purpose of the visit, and directs them to the appropriate staff member.
• Inputs data, prepares reports, and maintains tracking system using various information.
• Prepares quarterly reports for the database and communicates by email to the appropriate people.
• Completes daily tickler reports for the database which includes faxing notifications, status reports, and completion letters to treatment agencies and outlying courts.
• Conducts client screenings and requests APSINs for new clients from Anchorage ASAP for background checks.
• Prepares completion paperwork for the Courts, District Attorney's Office, and DMV.
• Performs light housekeeping duties and maintains the office.
• Provides case management/file documentation in accordance with established standards, and submits reports (i.e., required for MIS reporting, client billing, etc.) and other data in an accurate and timely manner.
• Attends monthly adjudication/status hearings. Respond to and attend court ordered subpoenas as needed.
• Provides general clerical support for all Behavioral Health Services and grant-funded programs. which includes sorting, filing, maintaining source documents, typing correspondence/reports, and expediting departmental needs.
• Composes letters, memos, and other correspondence for program staff, as needed.
• Maintains client files or current documents, forms, and other material pertinent to program administration.
• Assists supervisor in tracking and monitoring program soft ledger.
• Assists supervisor with proposal and program development as well as grand budget management. Compiles and types statistical reports as requested.
• Perform other job-related duties as assigned.

NECESSARY KNOWLEDGE, SKILLS, AND ABILITY

• Ability to report to work on time and maintain consistent, reliable attendance.
• Knowledge of customer service concepts and practices.
• Understanding and sensitivity to diverse cultures and lifestyles, as well as cross-cultural communication styles.
• Skill in operating personal computers utilizing a variety of computer software.
• Strong organizational and time management skills, with high attention to detail and accuracy in all work product.
• Skill in managing multiple priorities, complex workflows, and tasks concurrently while consistently meeting deadlines.
• Skill in oral and written communication, with the ability to accurately follow written and verbal instructions.
• Skill in establishing and maintaining cooperative working relationships with colleagues, supervisors, and consumers.
• Ability to work independently as well as within team structures.

MINIMUM QUALIFICATIONS (Education & Experience)

• High school diploma/GED
• Minimum of three (3) years of work experience performing diverse administrative duties.
• Experience in Microsoft Word and Excel programs.
• A combination of experience, education, and training that provides the required knowledge, skills, and abilities may substitute for degree requirements.

PREFERRED QUALIFICATIONS (Education & Experience)

• Associate’s degree in Office Management and Technology or related field.
• Knowledge of court and legal procedures that deal with alcohol and drug convictions.