Program Assistant - CFTSS

Vanderheyden Hall•Troy, NY

9d•Onsite

About The Position

The Program Assistant - CFTSS will be responsible for a variety of administrative and operational tasks to support the Children and Family Treatment and Support Services (CFTSS) program. This role involves screening referrals, managing client information in the Electronic Health Record (EHR) system, maintaining program rosters and waitlists, coordinating schedules, and preparing for meetings. The assistant will also manage agency vehicle usage, track mileage, and ensure safety checklists are completed. Additionally, the role requires compiling and distributing productivity and cancellation reports, verifying Medicaid eligibility, and performing other related duties as assigned by the Director of CFTSS & Community Support. The position operates within the framework of the National Sanctuary Model, emphasizing safety and recovery in a trauma-informed community.

Requirements

High School diploma
Previous supervisory experience in an office environment
Intermediate skills in Microsoft Word and Excel
Must be available to work a 40-hour work week
Must be able to lift 25 pounds
Must have valid NYS driver’s license
Willingness to respond to the needs of a culturally diverse population
Ability to be seated and use computer equipment for several hours a day

Nice To Haves

Further education in secretarial sciences

Responsibilities

Screen referrals in collaboration with the Clinical Supervisor to ensure eligibility and appropriateness for services.
Verify Medicaid and insurance eligibility for all referred individuals.
Gather, verify, and update client and family demographic and contact information.
Navigate the Electronic Health Record (EHR) system to input client information, view records, and initiate service documentation.
Update the CFTSS roster to reflect referrals placed on the waitlist following intake completion.
Maintain and update the program roster to reflect caseload changes, including new admissions, discharges, and service modifications.
Assist with developing, organizing, and assigning caseloads for new staff to ensure balanced and efficient coverage.
Maintain the CFTSS waitlist and ensure timely movement of clients as openings become available.
Map client geographic locations to appropriately schedule appointments with maximum travel and service efficiency.
Assist with filling staff cancellations and maintain a master service schedule.
Confirm scheduled appointments with families at least 24 hours prior to service delivery.
Provide appointment confirmations, reminders, and follow-up communication with families.
Manage cancellations and ensure clients are rescheduled in a timely and appropriate manner.
Ensure the staffing pattern section of the CFTSS roster is accurate and consistently up to date.
Arrange and coordinate agency vehicle usage for practitioner travel.
Develop and distribute monthly vehicle schedules based on staff travel needs, service locations, and mileage efficiency.
Collect and review weekly mileage reports from staff.
Monitor completion of environmental and vehicle safety checklists and follow up on missing or incomplete documentation.
Coordinate and track vehicle maintenance requests and ensure timely follow-through.
Prepare for internal and external meetings by organizing materials, confirming attendance, and ensuring that required documentation is readily available.
Develop and distribute meeting agendas in advance to support structured discussion and clear objectives.
Attend meetings assigned and accurately document minutes, including key decisions, action items, and follow-up responsibilities.
Distribute meeting minutes promptly and monitor completion of assigned action items to support accountability and operational continuity.
Schedule appointments for practitioners and maintain calendars accordingly.
Manage program data and ensure all tracking tools and reports are accurate and up to date on a monthly basis.
Prepare, maintain, and distribute monthly cancellation reports.
Compile and distribute weekly productivity reports to leadership and program management.
Perform verification of Medicaid eligibility as required.
Carry out other related duties as assigned by the Director of CFTSS & Community Support.