Program Assistant at Spectrum Human Services

Agency Profile:  

Spectrum Human Services respectfully partners with adults, children and families as they recover from behavioral, emotional, mental health and/or substance related disorders by offering individualized and meaningful opportunities of hope, empowerment and support to achieve self-defined improvements in their quality of life.

Full-time:  1 Blue Bird Square, Olean NY 14760

SUMMARY OF POSITION FUNCTION: 

Performs complex administrative tasks and provides administrative support to a team, department head and/or manager. May also train clerical support staff.

MAJOR DUTIES AND RESPONSIBILITIES: 

• Maintains & updates necessary data elements for program tracking and outcomes
• Knowledge and demonstration of agency core values in day-to-day activities
• Ensure the criteria for a high performing team member and the values that support trust, interdependencies and teamwork are role modeled and consistently evidenced in the work environment
• Consistently maintain a neat, organized work environment
• Assists with the Pulling Charts and preparing records
• Processes Intakes, scheduling, auditing of all progress notes, posting and filing
• Verifications of 3rd Party payers, Medicaid and authorizations, completion of client financial reviews – as needed
• Reconciliation and posting of all client payments as needed
•  Processing of client records
• Typing
• Constant direct communication with Director of Community and Support Programs, Senior Care Coordinator/Supervisors
• Other Duties as assigned
• Type business letters, memorandums, reports, charts, etc. on a personal computer
• Composes and prepares routine correspondence for signature
• Establishes and maintains confidential files and records
• Proofreads and corrects grammatical, punctuation and spelling errors
• Maintains calendar and schedules appointments; sends/receives incoming and outgoing mail and faxes; and follow-ups on dates for action items
• Answers telephone and direct calls to the appropriate person
• Operates office machines and instructs others in the operation of same
• Proficiency in Excel including the ability to work in existing spreadsheets, create new spreadsheets and filter data for reports as needed

SKILLS/COMPETENCIES:

• Ability to generate standard business letters, forms, contracts, proposals, presentations, etc.  Strong understanding of and ability to use internet search engines
• Excellent interpersonal skills and communication skills both verbal and written
• Meticulous documentation/recording skills and attention to detail; excellent time management and organizational skills
• Ability to handle multiple tasks
• Proficient in the use of computer software such as MSWord, Excel, Power Point, Desktop Publishing, Outlook, etc. 
• Ability to operate office equipment

EDUCATION REQUIREMENTS:

High School Diploma or equivalent.

EXPERIENCE:

Three years work-related experience

Must possess a valid Driver’s License with an acceptable driving record