Program Assistant-OTP FT

Hamilton Center; Plainfield (IN); On-site; USD 30,000 - 40,000; Full time

Job summary

Hamilton Center is seeking a detail-oriented individual for administrative support in Plainfield, Indiana. The successful candidate will assist with clerical tasks, manage client interactions, and maintain records throughout the organization.

Key responsibilities include performing office procedures, answering telephone inquiries, and assisting in the preparation of financial and administrative reports. Candidates should possess good interpersonal skills and have the ability to learn the organization’s billing system.

Qualifications

• Knowledge and/or skills in business English, basic mathematics, typing, filing and record maintenance.
• Good interpersonal skills and telephone skills.
• Ability to learn HCI’s computer billing system.

Responsibilities

• Assists with daily administrative functions.
• Performs administrative/clerical functions and carries out routine office procedures.
• Answers telephone and screens calls for crisis situations.

Skills

Business English

Basic mathematics

Typing

Filing and record maintenance

Interpersonal skills

Time management

Telephone skills

Education

Additional education in business field

Job description

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.

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.

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

• 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
• 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