Program Assistant III

Foothill Family; Pomona (CA); On-site; USD 25,000 - 36,000; Full time

Job summary

Foothill Family in Pomona, CA seeks a Program Assistant III to support reporting, intake processing and front-desk operations. You will assist with client communications, data entry, and back-up for the Office Manager, while delivering technical support to clinical staff.

This role requires bilingual Spanish, strong organizational skills, and the ability to multitask in a fast-paced environment across Los Angeles County sites.

Qualifications

• High school diploma or GED; some college preferred.
• Bilingual in Spanish and strong communication skills.
• Computer literate with word processing, spreadsheets and data entry.
• Detail oriented with high accuracy.
• Excellent people skills and cross-cultural communication.
• Organized and able to manage several tasks simultaneously.

Responsibilities

• Greet clients and manage front desk duties.
• Compile and run reports, surveys and program documentation.
• Provide administrative and clerical support to clinical staff.
• Assist with intake paperwork and verify insurance eligibility.
• Schedule and drive agency vehicles as needed.
• Maintain supplies and handle basic vendor communications.

Skills

Bilingual in Spanish

Oral & written communication

Customer service

Organized

Multitasking

Data entry

Education

High school diploma or GED

Some college preferred

Job description

Summary

The Program Assistant III compiles and runs reports, surveys, and other program documentation and acts as a back-up in the absence of the Office Manager. This position also provides general administrative, reception and clerical support including assistance with client and data program tasks, such as answering phones, greeting/welcoming clients, preparing reports, filing and copying. This role delivers technical support services to clinical staff.

• Supports and promotes the mission of the Agency: Foothill Family empowers children and families on their journey to achieve personal success.
• Compiles and runs reports, surveys, and other program documentation.
• Leads front desk team and provides back up support for the Site Office Manager including but not limited to responding to facility or information technology questions and contacting vendors when needed.
• Assists with processing in-take paperwork with new or walk-in clients; processing school-based referrals, verifies insurance eligibility, collaborates with external pay sources and managers as applicable.
• Greets clients and visitors in person and on the phone.
• Maintains inventory of supplies, such as forms, photocopy paper, etc.
• Reconciles payments and back deposits as requested.
• Types memos, letters, and other correspondence.
• Completes mailings of programs materials.
• Effectively represents the Agency in interactions with parents and other clientele.
• Establishes and maintains a safe and constructive environment for the children.
• Delivers or retrieves paperwork or equipment from other sites, picks up food for staff meetings or client events and runs errands as needed.
• Schedules and drives Agency vehicles to service and maintenance as needed.
• Provides care or services to minors or comes into contact with minors as part of their job duties.
• Provides services relating to the administration of public funds or benefits, including eligibility for public funds or public benefits.
• Travels between Foothill Family sites for training, meetings, and other in-person interactions.
• Attends in-person meetings and events at various locations within the Los Angeles County and surrounding areas.
• Displays sensitivity to the service population’s cultural and socioeconomics characteristics.
• Performs work in a safe manner at all times and ensures that other individuals do not put themselves or others at risk.
• Follows all policies, procedures and legal mandates related to HIPAA and maintenance of client files.
• Ensures performance and behaviors support the Agency’s performance quality improvement (PQI) goals and objectives.
• Reports to work on time and maintains reliable and regular attendance.
• Performs other duties as assigned.

Summary

The Program Assistant III compiles and runs reports, surveys, and other program documentation and acts as a back-up in the absence of the Office Manager. This position also provides general administrative, reception and clerical support including assistance with client and data program tasks, such as answering phones, greeting/welcoming clients, preparing reports, filing and copying. This role delivers technical support services to clinical staff.

Essential Duties And Responsibilities

• Supports and promotes the mission of the Agency: Foothill Family empowers children and families on their journey to achieve personal success.
• Compiles and runs reports, surveys, and other program documentation.
• Leads front desk team and provides back up support for the Site Office Manager including but not limited to responding to facility or information technology questions and contacting vendors when needed.
• Assists with processing in-take paperwork with new or walk-in clients; processing school-based referrals, verifies insurance eligibility, collaborates with external pay sources and managers as applicable.
• Greets clients and visitors in person and on the phone.
• Maintains inventory of supplies, such as forms, photocopy paper, etc.
• Reconciles payments and back deposits as requested.
• Types memos, letters, and other correspondence.
• Completes mailings of programs materials.
• Effectively represents the Agency in interactions with parents and other clientele.
• Establishes and maintains a safe and constructive environment for the children.
• Delivers or retrieves paperwork or equipment from other sites, picks up food for staff meetings or client events and runs errands as needed.
• Schedules and drives Agency vehicles to service and maintenance as needed.
• Provides care or services to minors or comes into contact with minors as part of their job duties.
• Provides services relating to the administration of public funds or benefits, including eligibility for public funds or public benefits.
• Travels between Foothill Family sites for training, meetings, and other in-person interactions.
• Attends in-person meetings and events at various locations within the Los Angeles County and surrounding areas.
• Displays sensitivity to the service population’s cultural and socioeconomics characteristics.
• Performs work in a safe manner at all times and ensures that other individuals do not put themselves or others at risk.
• Follows all policies, procedures and legal mandates related to HIPAA and maintenance of client files.
• Ensures performance and behaviors support the Agency’s performance quality improvement (PQI) goals and objectives.
• Reports to work on time and maintains reliable and regular attendance.
• Performs other duties as assigned.

Position Requirements

• High school diploma or general education degree (GED); with some college preferred.
• Expertise in business, administrative practices.
• Computer literate; word processing, spreadsheets and data entry
• Bilingual in Spanish
• Detail oriented; high level of accuracy.
• Ability to conceptualize.
• Good oral and written communication skills
• Excellent people skills; ability to work cross culturally.
• Organized; ability to manage several tasks simultaneously.
• Flexible and enthusiastic; demonstrates initiative.
• Must not appear on any federal, state, or other applicable sanctions, exclusion, or debarment lists that would prohibit or restrict employment with an agency receiving federal or state health care funding.
• Valid CA Driver’s License and maintains insurability on the Agency’s auto liability policy (including a minimum of 2 years driving experience) and maintains the California state required auto insurance liability limits OR maintains reliable transportation to attend all appointments and meetings as required in the position.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.