Program Assistant-OTP FT

Hamilton Center, Inc.; Plainfield (IN); On-site; USD 36,000 - 48,000; Full time

Job summary

Hamilton Center, Inc. is seeking a Program Assistant - OTP to provide secretarial and clerical support to Satellite Services & Vigo County Services staff. The role involves daily administrative tasks, record-keeping, data entry, and assisting with financial reports and funding paperwork.

The incumbent will complete OTP training, handle routine office duties, manage records, take minutes, and support billing and enrollment processes while interacting professionally with clients and staff.

Qualifications

• High School diploma required; business field education/experience desired.
• Proficiency in business English, basic math, typing, filing, and record maintenance.
• Familiarity with Microsoft Office (Word, Excel, Access) and data entry.
• Strong interpersonal, time management, and organizational skills.

Responsibilities

• Provide secretarial/clerical support and daily administrative tasks.
• Maintain all files, client charts, and program records.
• Assist with billing inquiries and client fee collection.
• Assist with Medicaid/Managed Care enrollment procedures and funding requirements.
• Take minutes and prepare financial reports as required.
• Operate office equipment and manage scheduling and appointments.

Skills

Microsoft Office

Interpersonal skills

Time management

Data entry

Education

High School diploma

Business education/experience

Tools

Billing system

Job description

Program Assistant - OTP

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 Service

Essential Duties/Responsibilities

• Must successfully complete OTP training.
• 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 consumer, 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.
• Perform the above listed duties with or without reasonable accommodation.

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