PROGRAM ASSISTANT

Apis Services Inc•Claymont, DE

11d•$0 - $17

About The Position

The Program Assistant supports the ACT (Assertive Community Treatment) Team by coordinating daily operations, maintaining accurate records, and serving as a central point of communication between staff, clients, and external partners. This role ensures smooth office and field operations while promoting continuity of care, confidentiality, and compliance with program and billing requirements. The Program Assistant collaborates closely with the Team Leader and multidisciplinary staff to support client services, scheduling, documentation, and administrative functions.

Requirements

High school diploma or equivalent required
Strong organizational, time‑management, and multitasking skills
Ability to handle confidential clinical, financial, and personnel information
Proficiency with office technology and electronic health record systems (CareLogic or similar)
Effective communication skills with clients, families, staff, and external agencies
Ability to work collaboratively in a fast‑paced, team‑based behavioral health environment
Reliable attendance for daily team meetings and administrative deadlines

Nice To Haves

Experience in behavioral health, social services, or community‑based programs preferred
Familiarity with Medicaid, managed care organizations, and billing processes
Experience supporting multidisciplinary clinical teams
Knowledge of record management, compliance, and quality improvement processes
Comfort coordinating logistics across office, field, and clinical settings
Strong attention to detail and follow‑through

Responsibilities

Support daily ACT team operations in both office and field settings
Serve as a liaison between clients, staff, and external providers; handle walk‑ins and phone calls
Participate actively in Daily Team Meetings, including: Tracking client contacts, missed visits, and linkages; Maintaining and updating daily schedules and logs; Ensuring required documentation tools (CARDEX, MAR, logs, binders) are available
Maintain client records, program files, and office documentation in compliance with confidentiality standards
Assist multidisciplinary staff (psychiatrists, nurses, clinicians, case managers, housing, vocational, and peer specialists)
Schedule and coordinate client appointments (medical, housing, benefits)
Upload and maintain documentation in CareLogic, including intake and certification records
Track client census, contacts, and billing data; run required CareLogic billing reports
Verify Medicaid eligibility and maintain client financial documentation
Manage petty cash, allowance checks, receipts, and Finance Department submissions
Handle office administration tasks (scanning, filing, faxing, copying, supply inventory)
Coordinate vehicle safety inspections, logs, and maintenance records
Maintain group text communication and relay relevant information to the team
Support compliance activities such as audits and quarterly fire drills
Perform other duties as assigned by leadership