Program Assistant

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Part Time Social Workers Waianae, HI, US

Salary Range: $17.50 To $19.50 Hourly

01/03/2026

This position is responsible for clerical and receptionist services in the Adult Group Home Program. Duties include authorizations, intake coordination, maintenance of client and program charts, answering phones, coordinating appointments, preparing meeting handouts, taking notes, and supporting the Program Director and Site Managers.

Program Director, Adult Residential Services. This position is also guided by the position description, Agency and program policies and procedures, applicable State and Federal laws, and the standards and requirements of the pertinent professional organizations and disciplines.

Part-Time, Non-Exempt

$17.50/hr - $19.50/hr

• Answer all incoming phone calls in a timely, courteous and professional manner. Ensure that incoming calls are routed to the appropriate individual or extension. Take phone messages as necessary, ensuring that information is gathered accurately and forwarded to the appropriate individual in a timely manner.
• Maintain the office according to routine business office standards. Establish and maintain, as necessary, procedures to ensure that filing and storage systems are systematic, well-organized and consistent with industry standards. Ensure all necessary forms and paperwork are readily available and updated as necessary. Check office mailbox in Administration and distribute mail and faxes in a timely manner.
• Ensure that office supplies and related program needs are in sufficient supply and/or ordered in a timely manner. Ensures proper maintenance of office equipment and coordinating repairs as needed.
• Type letters, reports and prepare other documents, including transcribing documents as necessary or directed in a neat, accurate and timely fashion.
• Create and/or maintain data collection systems necessary to support the reporting needs of assigned programs. Ensure that data entry is completed in an ongoing and timely manner, that necessary reports are generated according to necessary timelines and that all information is accurate and complete.
• Assist, as necessary or requested, in maintaining appointment schedules and scheduling/re-scheduling client appointments. Work with Program Director and Site Managers to develop/maintain a system of reminders for client appointments to assist in the reduction of no-show rates.
• Assist in the intake and screening process for potential clients as they are referred for services, ensuring that all necessary forms are completed in a timely and accurate manner. Ensure that referrals, intake, and screening documents are forwarded to the appropriate staff for follow-up.
• Develop and/or maintain a system for ensuring that all services provided are authorized by the Adult Mental Health Division. Ensure that all required processes are followed to ensure maximum billing opportunities. Ensure all billings are done in a timely manner.
• Maintain the client charts according to contract, Quality Assurance (QA), and all other applicable statutory standards and requirements. Ensure that each client chart contains all necessary and requisite forms and that each is completed in a timely and accurate manner and filed in the appropriate section(s) of the client record. Work closely, as necessary, with all Housing and QA staff to ensure that all necessary chart forms are completed and available for the chart in a timely manner.
• Complete and submit daily house vacancy reports to AMHD.
• Maintain document binders needed for annual AMHD audits, such as Lifeskills, hourly checks, etc.
• Work with Program Director and Site Managers to ensure that group homes are maintained in good order and repair. Under the supervision of the Program Director, request and track needed repairs.
• Assist Program Director as needed with preparation for monthly mandatory training.
• Assist, when necessary or directed, with the provision of clerical and related support services for other teams and/or programs.
• Assist, as needed or directed, in the coordination of client care with other service providers, including requesting and receiving information relevant and necessary for…