Program Assistant - Diversion

Position Summary

Support Diversion services by providing friendly and efficient service to all callers, clients, and community partners. Professionally communicate information to staff and complete projects in an accurate and timely manner, according to Agency standards.

Responsibilities

• Provide clerical support
• Handle incoming calls related to Diversion team activities, and check after-hours messages to ensure they’re quickly and accurately forwarded to the appropriate staff
• Maintain HIPAA protocol at all times
• Maintain staff schedule availability and assist the Program Manager, with maintaining the on-call schedule
• Check all equipment to ensure readiness for use (including stocking paper, toner, etc.)
• Provide Program Support
• Open and close client chart episodes, run regular reports for chart audits, and review notes for accuracy and errors
• Support program staff to schedule client appointments and screenings
• Attend community meetings as needed
• Update program trackers and spreadsheets during team huddles and after meetings
• Maintain meeting minutes and assist in scheduling team and community meetings
• Maintain current and accurate financial eligibility, including Medicaid, using ProviderOne database
• Aid in the development of informational brochures, newsletters, flyers, etc.
• Aid in all administrative duties to support the program and program staff
• Aid in special projects as assigned
• Complete program filing/scanning, and submit client and court correspondence on time
• Maintain program supplies and support Program Manager to submit finance requisitions
• Organize and compile program data in collaboration with the Program Manager
• Coordinate with criminal court system partners and law enforcement for client eligibility and outreach
• Maintain and foster a positive and outgoing team atmosphere towards staff and client

Qualifications

• Perform other duties as assigned

Job Requirements

• The following requirements are those that are normally required for performance of this position. Any disabled applicant or incumbent who does not meet one or more of the requirements, but who can perform the essential function of the job (with or without reasonable accommodations) shall be deemed to meet these requirements.
• Physical Requirements: This position normally requires the physical demands of sitting, standing, walking, bending, lifting or performing other work requiring low physical exertion, talking and hearing on a regular basis to perform the job requirements. These physical demands are required up to 90% of the time.
• Non-Physical Requirements: Education: High School Diploma or GED, required. Associate degree in Business Administration or related field, preferred. Experience: 1 year experience in office or administrative work, required. Special Skills: Pleasant, professional, welcoming and friendly demeanor with staff and clients. Bilingual (English/Spanish) preferred, but not required. Detail-oriented and able to manage multiple-line telephone system in a busy office setting, which requires multi-tasking. Comfortable with computer programs, specifically Microsoft Word and Excel with the ability to efficiently learn and navigate Electronic Medical Record (EMR) systems. Experienced use of standard office equipment, including copier, fax, answering machine, postage meter, and calculator. Ability to maintain a professional, positive, team-oriented service attitude toward clients and staff at all times.

Physical Requirements

• This position normally requires the physical demands of sitting, standing, walking, bending, lifting or performing other work requiring low physical exertion, talking and hearing on a regular basis to perform the job requirements. These physical demands are required up to 90% of the time.

Non-Physical Requirements

• Education: High School Diploma or GED, required. Associate degree in Business Administration or related field, preferred.
• Experience: 1 year experience in office or administrative work, required.
• Special Skills: Pleasant, professional, welcoming and friendly demeanor with staff and clients. Bilingual (English/Spanish) preferred, but not required. Detail-oriented and able to manage multiple-line telephone system in a busy office setting, which requires multi-tasking. Comfortable with computer programs, specifically Microsoft Word and Excel with the ability to efficiently learn and navigate Electronic Medical Record (EMR) systems. Experienced use of standard office equipment, including copier, fax, answering machine, postage meter, and calculator. Ability to maintain a professional, positive, team-oriented service attitude toward clients and staff at all times.

Benefits

• 13 paid holidays, 12 days of vacation, 12 days of sick leave per year
• Health insurance including medical & prescription coverage, with optional dental and vision insurance plans. Majority of premiums paid by Catholic Charities
• Retail 403(b) Plan: employee contributions commence upon employment; Catholic Charities contributes 2% of monthly income and matches up to 4% of employee contributions following 6 months of employment
• Retirement
• Education Assistance Program reimbursing up to $5,250 per year for approved continuing education after 6 months of employment
• Additional voluntary insurances including supplemental life, accidental death & dismemberment (AD&D), critical illness, long term disability, accident, and ID theft
• Employee Assistance Program includes 3 counseling sessions per year, legal consultations, financial coaching, and other wellbeing tools
• Annual longevity awards begin at 5 years of employment