Program Assistant - 0004E- Mon - Fri 9AM -5PM

Essential Responsibilities

• Manage administrative operations, including phone coverage, correspondence, and coordination of communication between staff, clients, families, and external agencies.
• Maintain accurate records in the EHR, including admissions, discharges, insurance information, and client data.
• Compile monthly billing and track program documentation, including identifying missing progress notes.
• Schedule appointments, coordinate transportation requests, and assist with on-call scheduling as needed.
• Prepare and track medical record requests and client authorizations.
• Aid in data collection and generate routine reports to support program operations.
• Maintain organized electronic and physical filing systems while ensuring confidentiality and regulatory compliance.
• Manage petty cash and service funds, ensuring accurate documentation and reconciliation of all transactions.
• Support nursing staff with prior authorizations and administrative tasks.
• Monitor office supply inventory and coordinate ordering and requisitions.
• Process incoming and outgoing mail, maintain distribution logs, and prioritize time-sensitive materials.
• Attend meetings, record and distribute minutes, and support general office coordination.
• Ensure accurate data entry and reporting within systems such as Vello Health.
• Ensure the office environment is safe, organized, and compliant with agency standards.
• Follow program protocols, including incident reporting and crisis procedures.
• Participate in required trainings, including OMH-approved ACT orientations.

Qualifications

• H.S. Diploma or GED, demonstrated ability to type 40 wpm accurately, and a working knowledge of computers, Microsoft Office Programs (Word, Excel, Powerpoint, Outlook, etc), Internet Explorer and general office equipment (e.g., fax, copier, PC, printer, telephone systems).
• Basic arithmetic skills.
• Exhibits good oral, written, and interpersonal skills.
• Must have people and problem solving skills to assist and support clients with severe and persistent mental illnesses and their families.
• The position requires solid organizational skill and ability to make contacts and establish relationships to get information necessary for the program to function within the larger system.