Program Assistant-Full Time

Hamilton Center, Inc.; Terre Haute (IN); On-site; USD 24,000 - 36,000; Full time

Job summary

Hamilton Center, Inc. is seeking a Program Assistant to provide secretarial/clerical support to the Satellite Services & Vigo County Services staff. The role handles daily administrative tasks, record-keeping, and preparation of financial reports for the division.

The position requires a High School diploma and strong skills in Microsoft Office, data entry, and organizational abilities. The candidate will interact with clients daily and assist with billing and funding-related activities.

Qualifications

• High School diploma required.
• Knowledge of business English, basic mathematics, typing, filing and record maintenance.
• Good telephone skills and data entry proficiency.

Responsibilities

• Perform administrative/clerical functions such as typing, filing, copying, deposits, mail pickup, and scheduling appointments.
• Answer phones, take messages, screen calls for crises and respond to routine inquiries.
• Maintain all files, charts, and records for the program and take meeting minutes as required.
• Gather data and prepare monthly and annual financial reports and related forms.
• Enter program data and use the computer for correspondence, reports, and scheduling.
• Assist with billing inquiries and tracking deadlines for funding sources.
• Monitor enrollment procedures for clients and interact with staff and the public professionally.

Skills

Interpersonal skills

Time management

Organization skills

Education

High School diploma

Tools

Microsoft Office (Word, Excel, Access)

Job description

Program Assistant

Department: All Locations

Division: Satellite Services & Vigo County Services

Supervised By: Office Supervisor

FLSA Status: Non-exempt/Regular/Full-time/Part-time

Effective Date: July 2019

Position Summary

Provides secretarial/clerical support to the Satellite Services & Vigo County Services staff by assisting with the daily administrative functions. Responsible for all record-keeping and financial reports required by the Division Satellite Services & Vigo County Services.

Essential Duties/ Responsibilities

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Performs administrative/clerical functions; carries out routine office procedures e.g., types, files, copies documents, makes bank deposits, picks up mail from post office and schedules and confirms appointments.
• Answers telephone taking routine messages, screens calls for crisis situations, responds to routine and emergency inquiries. Interacts with clients on a daily basis.
• Maintain all files, client charts, and records pertinent to the program.
• Takes minutes of meetings as required.
• Gathers data and compiles financial reports, monthly and annually, as required.
• Compiles data, completes forms, make mathematical calculations and carries out other tasks related to funding, accreditations, certification, and similar administrative projects as assigned.
• Uses computer in all aspects of position e.g., correspondence, meeting minutes, schedules, quality assurance forms, financial reports and program data.
• Assists in maintaining inventory of supplies and materials.
• Completes initial authorizations for Medicaid and Managed Care companies and assists staff in tracking and meeting deadlines and requirements for various funding sources.
• Assist with billing inquiries and the collection of client fees.
• Monitor enrollment procedures for outpatient clients. Record initial contact with clients requesting services. Screen for presenting problem and specific needs of the client.
• Be familiar with all divisions and departments of the Center in order to be able to interact and assist staff. Be familiar with division-wide compliance, regulations/guidelines of quality clinical care.
• Represent the agency with the public, potential clients, referral sources, active clients in a professional, ethical manner that reflects a positive attitude and willingness to assist.
• Keep all requests for Release of Information current
• Corrects non-clinical errors identified in reports.
• Participates in training, in-services and special activities as required or assigned.
• Performs other duties as assigned.
• Enter HAP information, track and monitor all HAPs on site
• Take weight, height, blood pressure, pulse and enter in Essentia on clients seeing Psychiatrist/NP.
• Perform the above listed duties with or without reasonable accommodations.

Minimum Qualifications /Requirements

• High School diploma required.

Additional Education In Business Field And/or Experience Desired.

• Knowledge and/or skills in business English, basic mathematics, typing, filing and record maintenance, reception, operation of routine office equipment, time management, billing procedures and fiscal management.
• Good interpersonal skills
• Skills in Microsoft Office (Word, Excel, Access) data entry/retrieval.
• Ability to learn HCI’s computer billing system.
• Good telephone skills
• Time management and organizational skills with flexibility to manage a wide variety of tasks
• Willingness to use personal transportation in work