Program Assistant

The Program Assistant supports the ACT (Assertive Community Treatment) Team by coordinating daily operations, maintaining accurate records, and serving as a central point of communication between staff, clients, and external partners. This role ensures smooth office and field operations while promoting continuity of care, confidentiality, and compliance with program and billing requirements. The Program Assistant collaborates closely with the Team Leader and multidisciplinary staff to support client services, scheduling, documentation, and administrative functions.

• Support daily ACT team operations in both office and field settings
• Serve as a liaison between clients, staff, and external providers; handle walk‑ins and phone calls
• Participate actively in Daily Team Meetings, including:
  • Tracking client contacts, missed visits, and linkages
  • Maintaining and updating daily schedules and logs
  • Ensuring required documentation tools (CARDEX, MAR, logs, binders) are available
• Maintain client records, program files, and office documentation in compliance with confidentiality standards
• Assist multidisciplinary staff (psychiatrists, nurses, clinicians, case managers, housing, vocational, and peer specialists)
• Schedule and coordinate client appointments (medical, housing, benefits)
• Upload and maintain documentation in Care Logic, including intake and certification records
• Track client census, contacts, and billing data; run required Care Logic billing reports
• Verify Medicaid eligibility and maintain client financial documentation
• Manage petty cash, allowance checks, receipts, and Finance Department submissions
• Handle office administration tasks (scanning, filing, faxing, copying, supply inventory)
• Coordinate vehicle safety inspections, logs, and maintenance records
• Maintain group text communication and relay relevant information to the team
• Support compliance activities such as audits and quarterly fire drills
• Perform other duties as assigned by leadership

• High school diploma or equivalent required
• Strong organizational, time‑management, and multitasking skills
• Ability to handle confidential clinical, financial, and personnel information
• Proficiency with office technology and electronic health record systems (Care Logic or similar)
• Effective communication skills with clients, families, staff, and external agencies
• Ability to work collaboratively in a fast‑paced, team‑based behavioral health environment
• Reliable attendance for daily team meetings and administrative deadlines

• Experience in behavioral health, social services, or community‑based programs preferred
• Familiarity with Medicaid, managed care organizations, and billing processes
• Experience supporting multidisciplinary clinical teams
• Knowledge of record management, compliance, and quality improvement processes
• Comfort coordinating logistics across office, field, and clinical settings
• Strong attention to detail and follow‑through