Program Assistant

JOB SUMMARY:

Under the direction of the Department Director, will provide administrative support to the CSU. Responsible for record keeping, data entry, and other various administrative duties that are related to CSU operations.

ESSENTIAL FUNCTIONS:

• Fiscal Management – Maintain a petty cash and disbursement account to include documentation and reporting requirements. To maintain the designated sites inventory system, i.e. purchasing and monitoring of facility supplies, office supplies and equipment.
• Facility management – to oversee the maintenance and security of the physical facility. If the facility has an assigned vehicle, to assume the responsibility for scheduling use of vehicle as well as assuring maintenance and upkeep. To monitor facility compliance with contracts/agreements in regards to timeframes and paperwork requirements, forwarding information/results to Center Director.
• Human Resources – to maintain centralized leave records for all center staff. Collect and review timesheets for accuracy and completion. Forward to director. Assist staff to access to training.
• Records Management – Monitor client records and office procedures to ensure compliance with all applicable regulations. Keep current information regarding regulations, policies and procedures and forms accessible to staff. Oversee processing of requests for records information. To ensure all reports, correspondence and evaluation requests and/or prepared by center staff are typed and forwarded by business office in a timely manner.
• Reimbursement – Conduct financial interviews; assess fees, monitor and follow up on client accounts. Supervise the receipt and deposit of payments. Maintain appropriate documentation relating to such transactions. Monitor financial records to bill third-party payors not covered by collection system and provide follow-up when necessary. Obtain and track pre-authorizations from third-party payors and verify third-party benefits.
• Data Collection – to enter and maintain a data collection system for census/internal reporting and billing. Maintain the integrity of CCS data entry through monthly review of error and information reports.
• Meetings – to attend meetings held for a variety of purposes, including client staffings, business meetings, office manager meetings, and training. Take minutes as needed. Keep mandatory training up-to-date.

QUALIFICATIONS:

• Basic math and accounting skills
• Good written and oral communication skills
• Basic secretarial skills and knowledge of office procedures
• Knowledge of and ability to deal with clients with mentally handicapping conditions.
• Organizational and time management skills
• Basic supervisory skills
• Knowledge of office procedures and office machines

EXPERIENCE/EDUCATION REQUIRED: