Program Assistant

Access: Supports for Living; Town of Vernon (NY); On-site; USD 26,174 - 34,440; Full time

Job summary

Access: Supports for Living is seeking a dynamic Program Assistant to support the Assertive Community Treatment (ACT) Team in Mt. Vernon, NY. The role includes handling medical records, coordinating information systems, and supporting program operations.

The ideal candidate will have at least 1 year in customer service, strong Microsoft Office skills, and the ability to work collaboratively in a fast-paced setting. Bilingual Spanish, Haitian Creole, or Yiddish is a plus.

Qualifications

• Bachelor's degree or Associate degree with experience.
• Minimum of 1 year of experience in a customer service setting.
• Bilingual Spanish, Haitian Creole, or Yiddish speaking a plus.

Responsibilities

• Maintain programmatic records and schedules in an organized manner.
• Attend meetings, take notes and minutes, and record program action plans.
• Prepare and set up meetings, including developing and distributing supporting documents.
• Enter, interpret, and monitor data in various systems (e.g., SharePoint, Cornerstone, Dayforce, CAIRS, myEvolve-Electronic Medical Record, team schedules, participant contact tracking).
• Assist with daily communication, including triaging phone calls and responding to inquiries with excellent customer service.
• Maintain accounting and budget records including monitoring petty cash and client service dollars.
• Support Program Director with managing medical records and responding to records requests.
• Ensure regulatory, agency, and billing compliance in medical records including timeliness, plans, and documentation.

Skills

Microsoft Office

Organizational skills

Customer service

Phone etiquette

Team collaboration

Flexibility under pressure

Education

Bachelor's degree or Associate degree with experience

Tools

SharePoint

Cornerstone

Dayforce

CAIRS

myEvolve

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: Mt. Vernon, NY

Hours: M-F 9:30 am to 6 pm

Rate of Pay: $22

Overview Of Primary Responsibilites

We are seeking a dynamic Program Assistant to support the Assertive Community Treatment (ACT) Team. The Program Assistant will be responsible for managing medical records, operating and coordinating the management information system, maintaining accounting and budget records/program expenditures, performing reception activities (including triaging calls and coordinating communication between the program and people receiving services), and supporting the Program Director with program operations.

Primary Functions

• Maintain programmatic records and schedules in an organized manner.
• Attend meetings, take notes and minutes, and record program action plans.
• Prepare and set up meetings, including developing and distributing supporting documents.
• Enter, interpret, and monitor data in various systems (e.g., SharePoint, Cornerstone, Dayforce, CAIRS, myEvolve-Electronic Medical Record, team schedules, participant contact tracking, and other Daily Management Systems).
• Assist with daily communication, including triaging phone calls and responding to inquiries with excellent customer service.
• Maintain accounting and budget records including responsibility for monitoring and tracking use of petty cash and client service dollars.
• Support Program Director with managing medical records and responding to records requests.
• Support Program Director with ensuring regulatory, agency, and billing compliance in medical record including monitoring notes timeliness, assessment and treatment plan completion, and documentation/tracking of all participant and collateral contacts.

Additional Functional / Organizational Support

• Run reports, type and prepare spreadsheets, and manage daily emails.
• Access OMH website for documents and maintain understanding of ACT Team regulations.

Qualifications And Attributes

• Proficient computer skills, including Microsoft Suite.
• Strong organizational, administrative, and clerical skills with the ability to multi-task.
• Excellent phone etiquette and customer service skills.
• Demonstrate flexibility, calmness, and effectiveness under pressure.
• Energetic, outgoing, creative, and personable.
• Ability to work effectively in a collaborative, fast-paced, and team-oriented environment.

Education And Experience

• Bachelors degree or Associates degree with experience
• Minimum of 1 year of experience working in a customer service setting.
• Bilingual Spanish, Haitian Creole, or Yiddish speaking a plus.

Physical Characteristics

These physical demands are representative of the physical requirements necessary for an employee to perform the job's essential functions successfully.

• Must be able to move throughout the workday and accompany individuals served in the community.
• Ability to sit or stand for long periods while using a computer.
• Able to work in an open-space office setting in close proximity to co-workers (within 3 feet).
• Must be able to move in tight spaces as needed.
• Occasional lifting of more than 5 lbs. (e.g., carrying backpack with laptop and materials).
• Able to work in open space floor plan

Must be capable to move throughout work day

An Equal Opportunity Employer, including disability and Veterans