Program Assistant

About the role

Lifeline Connections is a community‑based behavioral health organization providing confidential and compassionate care for individuals with substance use and/or mental health conditions. As the premier provider in the Pacific Northwest, the organization strives to be the most trusted resource for behavioral health treatment and whole‑person care, guided by a vision of respected, trusted service and a mission to inspire hope and support lifesaving changes through superior customer service, high‑quality programs, and well‑trained staff. The Program Assistant (Non‑Exempt) supports the treatment team by managing non‑clinical operations, reception, budgeting, supplies, client charting, financial administration, and information systems.

Responsibilities

• Organize, coordinate and monitor all nonclinical operations under direction of team leader.
• Provide receptionist activities: triage calls, coordinate communication between team and clients, de‑escalate situations, assist clients, families and agencies.
• Maintain accounting and budget records for client and program expenditures.
• Operate and coordinate the management information system.
• Prepare monthly staff work schedule; recommend and revise policies per labor contracts.
• Maintain records of staff time worked and leave time.
• Maintain and review unit budget with team leader; ensure purchases stay within budget.
• Order and maintain unit supplies, equipment, furniture; arrange repairs; record mileage on program vehicles; arrange vehicle maintenance.
• Assist nurses in ordering medication for clients from pharmacies per state purchasing regulations.
• Record admissions and discharges for statistical reports.
• Maintain client charts per Joint Commission standards: set up charts, file materials, monitor ACT clinical charts, provide in‑service training on charting requirements.
• Type letters, memos, reports; prepare medical record requests and authorizations; maintain log.
• Design and maintain forms to obtain insurance information.
• Collect data and prepare reports.
• Sort, route, prioritize incoming mail; distribute to appropriate staff.
• Greet visitors, answer telephone calls: triage communication, get answers, relieve urgent situations, attend to symptomatic behavior, decide when to refer calls.
• Assess and report atypical clinical behaviors (poor self‑care, medical problems, increased agitation).
• Manage system to disperse money to clients per individual budgets and treatment plan case managers.
• Manage bank account for client budget deposits/withdrawals.
• Communicate with financial guardians and protective payees to coordinate client budgets.
• Document cash transactions with client‑signed receipts.
• Receive money from guardians/payees, maintain receipt records and current balances.
• Communicate with landlords regarding client rental agreements and rent payments.
• Operate and coordinate computer and management information systems.
• Complete Apple Health/medical insurance training; assist patients in accessing Medicaid benefits; provide access to WA Apple Health BH Services Booklet.
• Perform other duties as assigned.

Requirements

• Education and experience in human services (e.g., associate or bachelor’s degree in human services, or experience as an inpatient unit clerk or in a medical clinic), or office management, or both preferred.
• People and problem‑solving skills to assist and support clients with severe and persistent mental illnesses and their families.
• Solid organizational skills and ability to make contacts and establish relationships to obtain necessary information.
• Knowledge of computers and software; simplified bidding, contracting, billing, and accounting procedures; medical records management; and personnel policies and procedures required.
• Strong commitment to the right and ability of each person with severe and persistent mental illness to live in normal community residences, work in market jobs, and receive adequate, competent, continuous supports and services.
• Skills to establish supportive, trusting relationships with persons with severe and persistent mental illnesses, respecting client rights and personal preferences in treatment.
• Valid driver’s license for the state of Washington.