Program Assistant

Access, Inc.; Town of Vernon (NY); On-site; USD 26,174 - 34,440; Full time

Job summary

Access, Inc. in Vernon NY is seeking a dedicated Program Assistant to support the Assertive Community Treatment (ACT) Team. The role involves managing medical records, coordinating MIS, and supporting program operations, with a focus on accuracy and responsiveness.

You will handle reception tasks, data entry, reporting, and budgeting duties while collaborating closely with the Program Director and team to ensure compliant, efficient service delivery.

Qualifications

• Strong organizational, administrative, and clerical skills.
• Ability to multi-task and work effectively under pressure.
• Collaborative, energetic, and personable team player.
• Experience in customer service settings is preferred.

Responsibilities

• Maintain programmatic records and schedules in an organized manner.
• Attend meetings, take notes and minutes, and record action plans.
• Prepare and set up meetings with supporting documents.
• Enter and monitor data in systems like SharePoint, Cornerstone, Dayforce, CAIRS, and myEvolve.
• Assist with daily communication and triage inquiries with strong customer service.
• Maintain accounting and budget records including petty cash tracking.
• Support the Program Director with medical records and record requests.
• Ensure regulatory and billing compliance in medical records and documentation.

Skills

Organizational skills

Administrative skills

Clerical skills

Customer service

Team-oriented

Multi-tasking

Education

Bachelor's degree

Associate's degree

Job description

Posted Wednesday, July 22, 2026 at 4:00 AM

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.

• 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 our staff can do the same.

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

Rate of Pay: $22

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

Key responsibilities and duties include:

• 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

• Strong organizational, administrative, and clerical skills with the ability to multi-task.
• 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).

An Equal Opportunity Employer, including disability and Veterans