Program Assistant

Satellite Staff Secretary

Provides secretarial/clerical support to the Satellite staff by assisting with the daily administrative functions. Responsible for all record-keeping and financial reports required by the Division of Satellite Services.

Essential Duties/Responsibilities

• Performs administrative/clerical functions; carries out routine office procedures e.g., types, files, copies documents, makes bank deposits, picks up mail from post office and schedules and confirms appointments.
• Answers telephone taking routine messages, screens calls for crisis situations, responds to routine and emergency inquiries. Interacts with clients on a daily basis.
• Maintain all files, client charts, and records pertinent to the program.
• Takes minutes of meetings as required.
• Gathers data and compiles financial reports, monthly and annually, as required.
• Compiles data, completes forms, make mathematical calculations and carries out other tasks related to funding, accreditations, certification, and similar administrative projects as assigned.
• Uses computer in all aspects of position e.g., correspondence, meeting minutes, schedules, quality assurance forms, financial reports and program data.
• Assists in maintaining inventory of supplies and materials.
• Completes initial authorizations for Medicaid and Managed Care companies and assists staff in tracking and meeting deadlines and requirements for various funding sources.
• Monitor enrollment procedures for outpatient clients. Record initial contact with clients requesting services. Screen for presenting problem and specific needs of the client.
• Be familiar with all divisions and departments of the Center in order to be able to interact and assist staff. Be familiar with division-wide compliance, regulations/guidelines of quality clinical care.
• Represent the agency with the public, potential clients, referral sources, active clients in a professional, ethical manner that reflects a positive attitude and willingness to assist.
• Keep all requests for Release of Information current
• Corrects non-clinical errors identified in reports.
• Participates in training, in-services and special activities as required or assigned.
• Performs other duties as assigned.
• Enter HAP information, track and monitor all HAPs on site.
• Take weight, height blood pressure, pulse and enter in Profiler on clients seeing Psychiatrist/NP
• Perform the above listed duties with or without reasonable accommodations.

Minimum Qualifications/Requirements

• High School diploma required.
• Additional education in business field and/or experience desired.
• Knowledge and/or skills in business English, basic mathematics, typing, filing and record maintenance, reception, operation of routine office equipment, time management, billing procedures and fiscal management.
• Good interpersonal skills
• Skills in Microsoft Office (Word, Excel, Access) data entry/retrieval.
• Ability to learn HCI's computer billing system.
• Good telephone skills
• Time management and organizational skills with flexibility to manage a wide variety of tasks
• Willingness to use personal transportation in work