PROGRAM ASSISTANT

SUMMARY

This position assists staff with administrative duties and oversees general office flow, performing both clerical as well as non-clerical duties in support of all Behavioral Health Servies and grant-funded programs.

JOB DUTIES

• Answers telephone calls in a professional and positive manner. Directs calls to appropriately, taking messages as needed. Answers questions regarding general information about the program.


• Greets visitors in a professional and positive manner, determines the purpose of the visit, and directs them to the appropriate staff member.


• Inputs data, prepares reports, and maintains tracking system using various information.


• Prepares quarterly reports for the database and communicates by email to the appropriate people.


• Completes daily tickler reports for the database which includes faxing notifications, status reports, and completion letters to treatment agencies and outlying courts.


• Conducts client screenings and requests APSINs for new clients from Anchorage ASAP for background checks.


• Prepares completion paperwork for the Courts, District Attorney’s Office, and DMV.


• Performs light housekeeping duties and maintains the office. 


• Provides case management/file documentation in accordance with established standards, and submits reports (i.e., required for MIS reporting, client billing, etc.) and other data in an accurate and timely manner.


• Attends monthly adjudication/status hearings. Respond to and attend court ordered subpoenas as needed.


• Provides general clerical support for all Behavioral Health Services and grant-funded programs. which includes sorting, filing, maintaining source documents, typing correspondence/reports, and expediting departmental needs.


• Composes letters, memos, and other correspondence for program staff, as needed.


• Maintains client files or current documents, forms, and other material pertinent to program administration.


• Assists supervisor in tracking and monitoring program soft ledger.


• Assists supervisor with proposal and program development as well as grand budget management. Compiles and types statistical reports as requested.


• Perform other job-related duties as assigned.

NECESSARY KNOWLEDGE, SKILLS, AND ABILITY

• Ability to report to work on time and maintain consistent, reliable attendance.


• Knowledge of customer service concepts and practices.


• Understanding and sensitivity to diverse cultures and lifestyles, as well as cross-cultural communication styles.


• Skill in operating personal computers utilizing a variety of computer software.


• Strong organizational and time management skills, with high attention to detail and accuracy in all work product.


• Skill in managing multiple priorities, complex workflows, and tasks concurrently while consistently meeting deadlines.


• Skill in oral and written communication, with the ability to accurately follow written and verbal instructions.


• Skill in establishing and maintaining cooperative working relationships with colleagues, supervisors, and consumers.

• Ability to work independently as well as within team structures.

MINIMUM QUALIFICATIONS (Education & Experience)

• High school diploma/GED


• Minimum of three (3) years of work experience performing diverse administrative duties.


• Experience in Microsoft Word and Excel programs.


• A combination of experience, education, and training that provides the required knowledge, skills, and abilities may substitute for degree requirements.

PREFERRED QUALIFICATIONS (Education & Experience)

• Associate’s degree in Office Management and Technology or related field.


• Knowledge of court and legal procedures that deal with alcohol and drug convictions.