Administrative Program Assistant - North County One Stop / Mobile Unit


POSITION:

Administrative Program Assistant

PROGRAM:

North County One Stop

LOCATION:

201 North Court Street

Visalia CA. 93291

HIRING MANAGER:

Margherita Pingitore, Clinical Supervisor

PHONE:

(559) 627-2046

BASE PAY:

 Monolingual: Class 87 ($13.51 - $17.77/hour)

 Bilingual: Class 92 ($14.19-$18.68/hour)

STATUS:

Full-Time, Non-Exempt

ACCEPTING APPLICATIONS:

Until Filled

AVAILABLE:

Immediately

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

JOB SUMMARY

The Administrative Program Assistant reports to the Program Director and Clinical Services Manager and is responsible in providing receptionist activities including triaging calls, coordinating communication between the team and clients, deescalating situations with clients who have increases of symptomatology, and assisting clients, their families and agencies to get answers to questions.

ESSENTIAL JOB RESPONSIBILITIES

1. Prepare the monthly staff work schedule and recommend and revise policies and procedures about these schedules by labor contract agreements.

2. Maintain records of time staff worked and left time.

3. Maintain and review with the team leader the unit budget for the operation of the ACT facility and assure that all purchases of supplies and equipment remain within that budget.

4. Order and maintain unit supplies, equipment, and furniture; arrange for repair of office furniture and equipment; record mileage logged on program vehicles, and arrange for maintenance of program vehicles.

5. Assist nurses in ordering medication for clients from pharmacies according to state purchasing regulations. Record admissions and discharges to provide a source of information for statistical reports.

6. Maintain ACT client charts according to the standards of the Joint Commission on Accreditation of Healthcare Organizations and other certifying bodies, including set up charts for newly admitted clients; file materials in client charts and files to assure current, accurate information is available; and monitor ACT clinical charts in coordination with the team leader, to assure that they are maintained in accordance with unit policies and procedures.

7. Inform and consult with ACT staff for the proper maintenance of ACT clinical charts and conduct in-service training for ACT staff regarding clinical charting requirements.

8. Update and maintain policies and procedures manual to assure that current and accurate information is available to staff.

9. Type letters, memos, and reports using the word-processing equipment.

10. Prepare letters to request medical records and client authorizations and maintain a log of requests and records received.

11. Design and maintain forms to obtain and maintain insurance information regarding all ACT clients. Collect necessary data and prepare reports.

12. Sort, route, and prioritize incoming mail with distribution to appropriate staff.

13. Greet people at ACT headquarters and answer telephone calls and provide receptionist activities including triaging calls, coordinating communication between the team and clients, assisting clients, their families and agencies to get answers to questions.

14. Work with callers to relieve urgent situations or to temporarily manage them until another staff area available.

15. Attend to symptomatic behavior (shouting and pacing) of clients who come into the ACT office for appointments with staff or of those who come in without a clear purpose (persons without something to do or who come in because of distress).

16. Assess and report clinical behaviors and information (such as poor self-care, medical problems, and increasingly overt symptoms such as agitation) that are out of the ordinary for that particular client.

17. Manage and operate a system to disperse money to clients according to individual client budgets in accordance with clients' treatment plan case managers.

18. Manage and maintain an account with a local bank for deposits and withdrawals of client budgets.

19. Communicate regularly with financial guardians and protective payees of clients to coordinate individual patient budgets between the ACT program and guardians or payees.

20. Manage and operate the system to document all cash transactions with receipts signed by clients upon receiving cash.

21. Manage and operate the system to receive money from guardians or payees, maintaining a record of receipt and the current balance for each client.

22. Communicate with landlords regarding client rental agreements and payment of rent. Operate and coordinate the computer and management information systems for the program.

23. Organize work and set priorities to meet established deadlines.

24. Thinks and acts quickly and efficiently in emergencies.

25. Comply with all Turning Point Safety policies and procedures, including but not limited to workplace safety, reporting work-related injuries, Infection Control and preventing potential safety risks for staff, clients, and others.

26. Will drive on Agency business.

27. Punctual and regular attendance is an essential responsibility of each employee at Turning Point. Employees are expected to report to work as scheduled, on time and prepared to start working. Employees also are expected to remain at work for their entire work schedule. Late arrival, early departure or other absences from scheduled hours are disruptive and must be avoided.

28. Other duties as assigned by the Program Director and/or Clinical Services Supervisor. Please note this job description is not designated to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required for the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

ESSENTIAL JOB REQUIREMENTS

1. High School diploma or equivalent. Two (2) years of junior college with Business Administration/Secretarial major or completion of a secretarial course in an accredited business school preferred.

2. Two (2) years secretarial and bookkeeping experience.

3. Demonstrated ability to handle multiple priorities in an organized and efficient manner.

4. Work with a variety of directors and program administrative staff.

5. Organize, prioritize work and function somewhat independently.

6. Ability to type 55 wpm.

7. 10-key by touch.

8. Intermediate computer skills in Microsoft Word, Excel, Outlook and PowerPoint.

9. Ability to operate within Electronic Medical Records (EMR) system.

10. Ability to perform basic mathematical calculations.

11. Knowledge of basic accounting and bookkeeping principles.

12. Possession of valid driver's license and access to a dependable means of transportation that is properly insured and operated per requirements of all laws.

13. Ability to use the equipment necessary to complete the responsibilities of the job.

14. Ability to pass a criminal background check.

15. Ability to pass a pre-employment physical, drug screen, general physical, and TB test.

16. Must maintain good relationships with clients, co-workers, government representatives and any others with whom the Agency is transacting business, and relate to them in a professional manner.

ESSENTIAL JOB REQUIREMENTS FOR BILINGUAL SKILL

1. Communicate effectively in written and spoken Spanish.

2. Required ability to communicate effectively with monolingual Spanish speaking clients and families for all clinical purposes.

3. Assist with phone calls for Spanish speaking clients.

4. Required to provide language translations for case managers and Physicians on a periodic basis.

5. Minimal adequate competency in the Spanish language as evidenced by successful passage of the TPOCC Spanish Competency Test.

6. Other translation tasks as required.