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.