Program Specialist (FAYS)

Primary Duties and Responsibilities

• Provides quality customer service with a compassionate and warm welcome to callers, visitors, and clients.
• Develops detailed knowledge of program requirements to conduct quality and accuracy reviews of paperwork, timesheets, and other documentation/systems.
• Maintains databases and other record systems promptly and accurately.
• Maintains the “front office” space, ensuring it is neat, welcoming, and conducive to program operations. Monitors activities to support appropriate behavior and manage noise levels.
• Maintains confidentiality regarding all client data, presenting issues, treatment progress, and related information.
• Conducts accurate and timely data entry, reviews data for quality assurance, and ensures compliance with program requirements.
• Handles the preparation, submission, and tracking of purchase orders, ensuring accuracy and adherence to agency protocols.
• Tracks program performance indicators, analyzes data, and supports reporting for continuous improvement.
• Affixes performance measure tracking, data analysis, and reporting.
• Produces monthly reports and coordinates billing with accounting staff.
• Completes audit files for in-house services.
• Completes data training for new employees with the assistance of the Quality Coordinator/Program Director.
• Collaborates on quality assurance processes with the Program Director and subcontractor staff.
• Prepares mock files for service providers and maintains records rooms.
• Assists with outreach, event coordination, and other tasks as assigned.
• Runs errands, including delivering or picking up supplies and event materials.
• Provides supporting documentation for audits and maintains accurate historical records.
• Handles special administrative projects and overflow work from departments and Center programs (e.g., taking minutes, coordinating meetings, placing orders).
• Participates in the agency's Performance and Quality Improvement processes.
• Adheres to accreditation standards, licensing standards, and other relevant policies and regulations.
• Maintains the “front office” area, ensuring it is ready for daily operations and agency needs as directed by the supervisor.
• Preserves confidentiality regarding all agency business and documentation.
• Other duties as assigned.

Qualifications

• High school diploma or higher.
• Minimum of two years of relevant data entry experience.
• Ability to read, write, and speak English and Spanish.
• Exceptional computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), and familiarity with data management systems.
• Strong time management, organizational, and interpersonal skills with the ability to communicate effectively with individuals from all walks of life.
• Valid driver’s license, a vehicle in safe operating condition, and proof of current insurance at Texas minimum standards.
• Successful completion of a criminal background check in accordance with agency policies.
• Ability to walk, sit, stand, and lift/carry at least 25 pounds.