PROGRAM ASSISTANT-HOURLY

Responsibilities

• Direct Duties
• Provides administrative and clerical support to program leadership and staff.
• Performs routine office duties including typing, filing, copying, scanning, and document management.
• Maintains organized filing systems and ensures accurate record retention.
• Prepares correspondence, forms, reports, spreadsheets, and other documents as needed.
• Supports scheduling, coordination, and administrative activities for program staff.
• Aids in data entry, record maintenance, and reporting requirements.
• Maintains office supplies and assists with procurement and inventory management.
• Supports event planning, meeting coordination, and special projects as assigned.
• Front Office & Communication Support
• Serves as the primary point of contact for office visitors, participants, vendors, and callers.
• Answers telephone calls and directs inquiries to appropriate staff members.
• Takes and distributes messages accurately and promptly.
• Assists with maintaining communication flow throughout the office.
• Receives, processes, and distributes incoming mail, facsimiles, and other communications.
• Provides professional and courteous customer service to internal and external stakeholders.
• Represents the organization professionally in all interactions.
• Records & Financial Support
• Maintains and updates filing systems to ensure accurate documentation and compliance.
• Affords support to client-related financial processes and documentation.
• Safeguards participant funds, expenses, and financial tracking activities.
• Aids home managers and program staff with organizing and maintaining financial records.
• Ensures documentation is completed accurately and maintained according to organizational standards.
• Affords support to audits, reviews, and documentation requests as required.
• Other Responsibilities
• Supports overall program workflow and operational efficiency.
• Collaborates with program staff and leadership to meet operational needs.
• Affords support to documentation, reporting, and compliance requirements.
• Safeguards implementation of organizational policies and procedures.
• Participates in meetings, trainings, and professional development activities.
• Maintains confidentiality of participant, employee, and organizational information.
• Performs additional duties and special projects as assigned.

Qualifications

• Education and Experience
• Required: High School Diploma or GED.
• PREFERRED: Associate's Degree or college coursework in Business Administration, Office Administration, Accounting, Human Services, or related field.
• Two (2) to three (3) years of administrative assistant, office coordinator, front office, or clerical support experience.
• Experience working in healthcare, behavioral health, human services, or nonprofit environments preferred.
• Experience supporting financial recordkeeping and office operations preferred.
• Skills
• Strong verbal and written communication skills.
• Strong organizational and administrative abilities.
• Excellent customer service and interpersonal skills.
• Ability to manage multiple priorities and deadlines.
• Strong attention to detail and documentation accuracy.
• Ability to maintain accurate records and filing systems.
• Knowledge of office procedures and professional business communications.
• Ability to work independently and collaboratively within a team environment.
• Ability to maintain confidentiality and professionalism.
• Proficiency with: Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft Office applications, Office equipment and technology systems.
• Competencies
• Administrative & Organizational Skills
• Communication Skills
• Customer Service & Professional Presence
• Attention to Detail
• Technical & Office Systems Proficiency
• Time Management & Task Coordination
• Teamwork & Collaboration
• Adaptability & Flexibility
• Network Functions
• Vehicle Requirements
• Equipment/Machines
• Equipment Operations
• Computer Software Applications
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft Teams
• Electronic documentation systems
• Financial tracking systems
• Agency-specific software applications
• Physical Demands
• Physical Requirements
• Sitting for extended periods while performing administrative tasks.
• Standing, walking, reaching, filing, and retrieving documents.
• Bending, stooping, lifting, and climbing stairs when necessary.
• Frequent use of computer systems and office equipment.
• Ability to move throughout office and program locations.
• Lifting Requirements
• Ability to occasionally lift, move, or carry up to 50 pounds.
• Working Conditions
• Professional office environment.
• Behavioral health program settings.
• Multiple office and program locations.
• Modern, well-lit facilities with elevator access where available.
• Accident, Health Hazard and Security Knowledge
• Bloodborne Pathogens
• Right-To-Know
• HIPAA Information Privacy & Security Standards
• Fire and Safety Regulations
• Workplace Safety Procedures
• General Requirements
• Maintain and abide by OSHA requirements and guidelines.
• Observe all Fire and Safety Policies and Procedures.
• Observe all Fiscal, Office, Human Resources, and Personnel Policies and Procedures.
• Observe all Agency Policies and Procedures.
• Observe all HIPAA Policies and maintain confidentiality.
• Attend all required trainings, meetings, and professional development activities.
• Maintain a professional demeanor and exercise sound judgment in all employment duties.
• Support office efficiency, compliance, and customer service excellence.
• Document time worked accurately.
• Drug-Free Workplace Statement
• Apis Services maintains a drug-free workplace. Employees may be subject to drug and alcohol testing in accordance with affiliate policies, state regulations, licensing requirements, post-incident procedures, or reasonable suspicion protocols.

About Company

About Company Resources for Human Development (RHD), an affiliate of Apis Services, Inc. and Inperium, Inc., provides innovative behavioral health, intellectual and developmental disability, and community support services designed to help individuals achieve independence, recovery, and improved quality of life. Apis Services and its affiliates are committed to equal employment opportunity and comply with all applicable federal, state, and local laws.