Program Assistant II

Mount Rogers Community Services Board; Wytheville (VA); On-site; USD 28,000 - 40,000; Full time

Job summary

Mount Rogers Community Services seeks a Program Assistant II: Residential Services in Wytheville, VA to support program operations, reporting, and regulatory compliance. The role provides clerical support to ensure accurate tracking, data entry, and timely reporting for fiscal and programmatic requirements.

Responsibilities include coordinating with program supervisors, maintaining electronic health records, processing purchases and mailings, and assisting with system inventories such as Relias

Qualifications

• High School Diploma or GED and One year or more of office experience required.
• Associate Degree in Administrative Technology or related field is preferred.

Responsibilities

• Provide clerical and administrative support to residential programs and tracking mechanisms.
• Coordinate with programmatic supervisors and agency personnel for accuracy of information in electronic health care and fiscal management records.
• Maintain tracking systems to ensure Medicaid eligibility and data integrity; alert across systems as needed.
• Assist with day-to-day clerical tasks including purchases, mailings, and liaison duties; support Relias and UKG Credible.
• Review and maintain electronic health records and complete updates for accuracy; manage forms for reporting and billing.
• Assist with administrative coverage and ensure follow-up on assigned responsibilities.

Skills

Oral and written communication

Math and accounting

Computer applications

Management and supervision

Budgetary and fiscal management

Data analysis

Client interaction (SMI/DD/SA)

Education

High School Diploma or GED

Associate Degree in Administrative Technology or related field

Tools

Relias

UKG Credible

Job description

• Program Assistant II: Residential Services is an essential member of the Residential Services Program and assists in supporting the programs and the program’s leadership team. The position provides support and clerical responsibilities to ensure reporting, compliance and clerical components of the program’s day-to-day operations for fiscal and regulatory compliance needs. The position includes but is not limited to assisting complete and monitor tracking mechanisms, completes clerical duties as assigned, data entry for Department of Behavioral Health, Department of Medical Assistance, agency and other regulatory measures.

Essential Functions

1. To provide clerical and administrative support to residential programs which include but are not limited to group homes, sponsored residential homes, service facilitation and other programs assigned to ensure outcomes and benchmark tracking mechanisms in accordance with DBHDS, DMAS, agency and other regulatory requirements. To establish and maintain tracking mechanisms to ensure accurate and updated reported information for the success of the program.

2. Coordinate with programmatic supervisors, leadership and agency personnel for accuracy of information in electronic health care and fiscal management records. To identify and communicate alerts for inaccurate information and make corrections for data integrity. To maintain tracking systems to ensure Medicaid eligibility and give alerts across systems of the individual’s care team. To investigate, identify and communicate inconsistencies of reporting outcomes to leadership and supervisors. Maintain documentation as assigned.

3.Complete and assist with the day-to-day functions of the clerical and administrative support needs of the program to include but not limited to purchases, credit card allocations, mailings, informational contacts, and acts as a liaison between programs to assist to resolve and support duties as assigned. Assist with systems including but not limited to Relias, UKG Credible and other electronic systems.

4. Assists to review and maintain the electronic health record and complete updates as requested for accurate information. Track and complete smart forms and interagency forms for accurate and reflective information to maintain programmatic integrity. Identify and communicate concerns of data needs and compliance measures for service and billing needs. Assist to upload supportive documentation in the electronic health record for personnel and agency access.

5. Review and maintain reporting/tracking mechanisms to include credit card, vehicle maintenance and usage logs, lease agreements, WaMs, individualized service plans, quarterlies and other documentation as needed. Will have reports available as requested.

6.To assist with administrative coverage needs assigned by the direct supervisor and/or Chief Residential Officer at assigned or needed locations for agency and program’s support needs.

7.Complete follow up of assigned responsibilities to ensure resolution of processes and program’s success. Communicate with supervisors and program’s leadership team for measures and areas of administrative and clerical concerns and success measures.

OTHER DUTIES :

(If Applicable)

• Provide such other administrative support and other duties as assigned by supervisor.
• Good oral and written communication skills
• Good math and accounting skills
• Knowledge of computer applications and operations
• Knowledge of and skill in the principles of management and supervision
• Knowledge of and skill in budgetary and fiscal management areas and data analysis
• Knowledge of and ability to deal with clients with Severe Mental Illness (SMI), DD, and Substance Abuse (SA)
• Work skills involving independent judgement and planning; time management and organizational ability
• Ability to interpretate reports and data and seek resolutions
• Valid Driver’s license with ability to operate an agency vehicle
• Ability to work in assigned office locations unless approval by Chief Residential Officer

EXPERIENCE/EDUCATION REQUIRED :

High School Dipolma or GED and One year or more of office experience required.

Associate Degree in Administrative Technology or related field is preferred.

Mount Rogers Community Services is an Equal Opportunity Employer

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