Program Support Assistant

Program Support Assistant (Part Time)

GENERAL SUMMARY: Under the direct supervision of the Director of Outpatient Clinical Services, the Program Support Assistant serves as the first point of contact for clients and visitors at the office. This role involves warmly greeting and welcoming clients and visitors both in person and over the phone. Additionally, the Program Support Assistant will perform all standard reception duties and provide general administrative support to all agency programs and departments as needed.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Performs all necessary program support functions, including managing phone calls, granting access to the building, answering general inquiries, directing callers to the right places, and offering referrals as needed. Responsible for managing outgoing mail, faxes, and other related tasks.
• Create a peaceful and welcoming environment for clients and visitors by warmly greeting them, their family members, vendors, and community partners, determining their needs to direct them to the appropriate person or location within the facility, and managing the flow of visitors during busy hours.
• Performs a variety of general administrative tasks, including maintaining accurate, detailed, and confidential records through the Electronic Health Record system, Ensora Health.  Responsibilities include updating client information, accepting and recording co-payments, entering data, and verifying client insurance coverage online.
• Assists the Finance department with accounts payable, billing, and other projects as needed.
• Ensure that the waiting rooms, front desk area, and first-floor common areas are clean and stocked with necessary supplies.
• Provide support to Program Leaders by assisting with various projects as needed and completing any additional tasks required to meet the programmatic needs of the agency.

SKILLS AND ABILITIES REQUIRED:

• Strong interpersonal, communication, and organizational skills to effectively manage functions in a busy office environment and successfully engage all segments of the community.
• It is essential to uphold a high level of confidentiality.
• The ability to demonstrate compassion and kindness to everyone who contacts the agency, whether in person or by phone.
• Must be comfortable working with victims/survivors of interpersonal and sexual violence of all ages, including children.
• Must be a professional, detail-oriented, self-starter with the ability to work independently.
• Manage unforeseen challenges with a flexible and adaptable approach.
• Maintain responsibility for multiple tasks.
• The ability to operate standard office equipment.
• Demonstrate a strong commitment to fulfilling duties and following through on commitments & completing tasks.
• Collaborate effectively with colleagues to achieve shared goals.

WORKING CONDITIONS:

• On-site part-time position in a professional office environment.  Schedule to potentially include evening and weekend

MINIMUM EDUCATION AND EXPERIENCE REQUIRED:

• High School Diploma or equivalent.
• Experience working in a professional office environment, preferably in a Reception, Administrative Assistant, and/or related role.
• Demonstrated proficiency with Microsoft 365 programs, including Excel, Word, and Outlook.
• Obtain clearances through a National Fingerprinting Background Check and DCYF CANTS.
• Experience in Finance and/or 3^rd party billing, preferred.
• Bilingual in English and Spanish, preferred.