Program Assistant III

Foothill Family; Pomona (CA); On-site; USD 42,000 - 52,000; Full time

Job summary

Foothill Family in Pomona, CA is seeking a Program Assistant III to support administrative functions, run reports, and assist clinical staff. You will greet clients, answer phones, manage intake paperwork, and help with data entry and reporting while backing up the Office Manager.

Responsibilities include coordinating front desk operations, coordinating with vendors, and assisting with program materials and payments. This role requires strong organizational skills and bilingual Spanish abilities.

Qualifications

• High school diploma or GED; some college preferred.
• Expertise in business and administrative practices.
• Computer literate with word processing, spreadsheets and data entry.
• Bilingual in Spanish.

Responsibilities

• Compiles and runs reports, surveys, and other program documentation.
• Leads front desk team and provides back up for the Site Office Manager.
• Answers phones, greets clients and visitors, and provides reception support.
• Maintains inventory of supplies and processes payments/back deposits.
• Types memos and letters; completes mailings of program materials.
• Delivers services to minors and interacts with families with HIPAA compliance.

Skills

Administrative skills

Spanish bilingual

Data entry

Microsoft Office

Education

High school diploma / GED

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.

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.