Program Assistant

Under the direct supervision of the Office Lead Supervisor, the program assistant will be:

• Responsible for organizing and maintaining paper and electronic files for the programs/departments
• Retrieving documents as needed
• Ensuring the accuracy of filed records and easy accessibility
• Managing the flow of files
• Effective document storage and filing system
• Archiving records and documents that need preservation when required (onsite and offsite)
• Attention to detail and strong organization skills
• Working with contracted psychiatrists to ensure completion of chart requirements
• Data entry and other admin support as needed
• Answers incoming telephone calls, screens and determines purpose of callers, and forwards calls to appropriate personnel or department.
• Front desk coverage with evening parenting classes consists of monitoring the sign in sheet for parents /child watch sign in sheet, adding new client information into Exym, creating a new chart for client
• Assist the admin supervisor, directors, and staff with administrative functions.
• Flexible with evening schedules and must be able to work on Saturdays rotating schedule.
• Perform other duties as assigned.
  
  

Competencies: To perform the job successfully, an individual must demonstrate the following:

Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments and takes ownership of mistakes.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Participates in meetings.

Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

Quality - Demonstrates accuracy and thoroughness; Applies feedback to improve performance.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Asks for and offers help when needed.

Innovation - Generates suggestions for improving work.

Requirements

• Ability to effectively work with people of diverse backgrounds.
• Ability to clearly communicate information and instructions verbally and in a written form.
• Ability to pass background check and criminal clearance.
• Valid California driver’s license, current auto insurance, and a good driving record.
  
  

Preferred Qualifications

• Knowledge of general office procedures and operations.
• Knowledge of computers and Microsoft/Excel/Outlook program applications.
  
  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made, if requested, to enable individuals with disabilities to perform the essential functions.

HYC, INC. IS AN EQUAL OPPORTUNITY EMPLOYER. EMPLOYMENT CONSIDERATION IS MADE WITHOUT REGARD TO AGE, RACE, COLOR, RELIGION, GENDER, GENDER IDENTITY, GENDER EXPRESSION, SEXUAL ORIENTATION, MARITAL STATUS, NATION ORIGIN, ANCESTRY, MILITARY OR VETERAN STATUS, INCLUDING PHYSICAL OR MENTAL DISABILITIES OR ANY OTHER LEGALLY PROTECTED STATUS.