Program Assistant III

Foothill Family•Pomona, CA

79d•$18 - $24

About The Position

The Program Assistant III compiles and runs reports, surveys, and other program documentation and provides general administrative, reception, and clerical support. The role assists with client and data program tasks, including answering phones, greeting clients, preparing reports, filing, and copying. It also provides technical support services to clinical staff and serves as a back-up to the Site Office Manager, including leading the front desk team and responding to facility or information technology questions. The position supports intake and referral processing, verifies insurance eligibility, works with external pay sources and managers, maintains supply inventory, reconciles payments and deposits when requested, prepares correspondence, and completes program mailings. It may involve driving Agency vehicles, running errands, traveling between Foothill Family sites, and attending meetings and events in Los Angeles County and surrounding areas. The role includes contact with minors and work related to eligibility for public funds or benefits. The employee is expected to support the Agency’s mission, maintain a safe and constructive environment, follow HIPAA and client-file requirements, demonstrate cultural sensitivity, and uphold attendance, safety, and performance-quality expectations.

Requirements

High school diploma or GED; some college is preferred.
Expertise in business and administrative practices.
Computer literacy, including word processing, spreadsheets, and data entry.
Bilingual in Spanish.
Detail-oriented, with a high level of accuracy.
Ability to conceptualize.
Good oral and written communication skills.
Excellent people skills and ability to work cross-culturally.
Organized, with the ability to manage several tasks simultaneously.
Flexible and enthusiastic, and demonstrates initiative.
Must not appear on federal, state, or other applicable sanctions, exclusion, or debarment lists that would prohibit or restrict employment with an agency receiving federal or state health care funding.
Valid California driver’s license and ability to maintain insurability on the Agency’s auto liability policy, including at least two years of driving experience, and maintain California-required auto insurance liability limits; alternatively, maintain reliable transportation to attend required appointments and meetings.

Nice To Haves

Some college.

Responsibilities

Support and promote the Agency’s mission of empowering children and families to achieve personal success.
Compile and run reports, surveys, and other program documentation.
Lead the front desk team and provide back-up support for the Site Office Manager, including responding to facility or information technology questions and contacting vendors as needed.
Assist with intake paperwork for new or walk-in clients and process school-based referrals.
Verify insurance eligibility and collaborate with external pay sources and managers as applicable.
Greet clients and visitors in person and by phone.
Maintain inventory of supplies, including forms and photocopy paper.
Reconcile payments and bank deposits as requested.
Type memos, letters, and other correspondence.
Complete mailings of program materials.
Represent the Agency effectively in interactions with parents and other clientele.
Establish and maintain a safe and constructive environment for children.
Deliver or retrieve paperwork or equipment from other sites, pick up food for staff meetings or client events, and run errands as needed.
Schedule and drive Agency vehicles to service and maintenance as needed.
Provide care or services to minors or come into contact with minors as part of job duties.
Provide services related to administration of public funds or benefits, including eligibility for public funds or public benefits.
Travel between Foothill Family sites for training, meetings, and other in-person interactions.
Attend in-person meetings and events at various locations within Los Angeles County and surrounding areas.
Display sensitivity to the service population’s cultural and socioeconomic characteristics.
Perform work safely and ensure others do not put themselves or others at risk.
Follow policies, procedures, and legal mandates related to HIPAA and maintenance of client files.
Ensure performance and behaviors support the Agency’s performance quality improvement goals and objectives.
Report to work on time and maintain reliable and regular attendance.
Perform other duties as assigned.