At Guild, we take care of our clients and we take care of each other. As a Guild employee, you’ll experience the satisfaction that comes with creating real change for individuals and communities. You’ll also experience an organizational culture that is serious about work/life balance and professional development opportunities.

We believe our clients deserve the best quality of care and service we can provide, and we show up when others do not.

We believe in flexibility and autonomy as core tenets of our organizational culture.

We believe every employee deserves a supportive team and leader.

We believe in providing every employee with opportunities for continuous growth that meet their own individual career goals.

If this resonates with you, we’d love to meet you!

PROGRAM ASSISTANT

FLSA Status: Full-time, Hourly, Non-Exempt
FTE: 1.0
Salary Range: $21.00 - $22.50/Hourly
Website: https://guildservices.org

Primary responsibilities

• Facilitation of communication and coordination across departments and with stakeholders to ensure the receipt of payment for services rendered.
  • Before the recipient’s arrival, coordinate with program staff to ensure that all new admissions to the programs have active insurance and ensure that applications for GRH will be completed.
  • Provide essential recipient information to accounting staff and county financial workers for all new admissions to the programs.
  • Communicate with recipients’ regarding their payment responsibilities upon admission and throughout their stay in the program.
  • Communicate with program staff and other involved providers about any issues that arise that may affect the recipient’s ability to make payments as expected. Work with the recipient and those identified parties to address and resolve payment issues.
• The creation, completion, and communication of reports which ensure proper functioning of the systems in place and to use those reports to inform future practices.
  • Ensure completion of data entry for the Mental Health Information System by due dates (June 30th and December 31st).
  • Filter through data in recipient files and coordinate with program staff when needed to ensure that all required reports are completed and distributed by deadlines.
  • Complete a monthly billing checklist and run monthly and quarterly reports.
• Support leadership and staff with general administrative assistance which includes creating and distributing documents, taking notes, updating staff and recipient information, sending documents requested by providers and recipients, and tracking compliance with daily operation standards.
  • Creating and distribute notes for all staff meetings and program as needed.
  • Send recipient records to external parties at discharge (Exit Service Plans, FA, LOCUS) and as needed to various entities.
  • Complete a monthly review of the electronic health record for incomplete and unapproved activities and alert responsible parties, ensure all ROI’s are complete and signed by the recipient, and ensure required documents have been completed by updating the paperwork tracker.
  • Maintain organized filing and storage of documents as needed, including hourly checks, Group Clinical Supervision forms, etc.
  • Assist the Household Supervisor manage and track the distribution of all petty cash in the program.
  • Assist the Household Supervisor, if problems arise, with overseeing the resolution of malfunctioning office equipment such as fax and copy machines.
  • Assist Household Supervisor anticipate demand for office supplies and materials in the program and coordinate to place orders.
  • Answer program phones and transfer callers to the appropriate party, oversee record storage, and assist with formal record destruction, including scanning documents after clients discharge and destroying paper records that are 7 years old.

Qualifications

• High-school graduate with two years of related administrative experience.

Preferred

• Post high school technical training.
• Knowledge of mental illnesses, including some common diagnoses and challenges faced by those individuals.

Additional Requirements

• Must be ambulatory and able to negotiate stairways.
• Valid Driver’s License, reliable vehicle, satisfactory driving record and necessary insurance.
• Must not be actively receiving services from Guild Incorporated and must not have received services within the last two years.
• Must be able to pass a DHS background check.

Guild’s Employer Promise

We know you do your best work when you feel supported and have the flexibility to meet all of life’s demands, no matter what those demands might be. Guild is an environment where your emotional, physical, and social wellbeing matters. A place where we’re motivated to care for each other and to work together to make a difference in the lives of our clients. We show up for our clients and we show up for each other. And Guild shows up for you.

About Guild

Guild is a Minnesota not-for-profit 501(c)(3) organization that empowers those living with mental illness and/or experiencing long-term homelessness by helping them find the tools they need to lead stable, fulfilling lives in communities of their choosing.

Benefit Highlights

• Flexible work arrangements
• Autonomous managers
• Separate vacation, personal and sick time
• Modern technology (enables flexibility, communication, and collaboration)
• Sick leave donation
• Supportive culture
• Investment in individual and group training and development