Program Assistant- Forensic ACT Team

Mohawk Opportunities Inc.•Schenectady, NY

10h•Onsite

About The Position

Make a difference and work for an agency where you matter! The Program Assistant – Forensic ACT Treatment Team (FACT), supports staff members on a multidisciplinary team, is responsible for organizing, coordinating and monitoring all non-clinical operations of FACT including; 1. receptionist activities such as triaging calls, coordinating communication between the team and individuals, managing the traffic flow in the office, filing; 2. operating and coordinating the management information system; 3. maintaining the office space; 4. tracking whereabouts of staff throughout the day. Specific duties include: 1. Function as the program Hub by tracking all daily activities including program operations and staff whereabouts. Serve as the central point person for communication between and among staff members. 2. Welcome visitors and answer telephone calls; triage and coordinate communication between the team and clients; work with callers to relieve urgent situations or to temporarily manage them until other staff are available. 3. Assess and report any unusual behaviors for individuals served. 4. Maintain and submit all necessary administrative records on a timely basis. 5. Order and maintain unit supplies, equipment, and furniture; arrange for repair of office furniture and equipment; arrange for maintenance program vehicles in conjunction with the Clinical Program Director. 6. Maintain FACT electronic charts according to the standards of Office of Mental Health and Payers, including demographics and uploading documents. 7. Prepare letters to request medical records and change of address as needed. 8. Collect necessary data to prepare various reports and spreadsheets, including auditing and tracking of clinic documentation to support agency guidelines. 9. Sort, route, and prioritize incoming mail with distribution to appropriate staff; ensure that outgoing mail is sent out daily. 10. Perform FACT Program errands in the community as assigned. 11. Assist with monthly budget plans, check requests, and disbursements. Manage petty the cash account, including reconciliation monthly.

Requirements

High school diploma required, college degree preferred.
Two years’ experience in an office setting.
Working knowledge of computers and software.
Strong organizational skills, communication, and problem-solving skills.
Must have a strong commitment to the right and ability of each person with a serious mental illness to live in the community, work, and have access to continuous supports and services,
A valid and insurable NYS driver’s license.
Must have own vehicle to use for business purposes.

Responsibilities

Function as the program Hub by tracking all daily activities including program operations and staff whereabouts.
Serve as the central point person for communication between and among staff members.
Welcome visitors and answer telephone calls; triage and coordinate communication between the team and clients; work with callers to relieve urgent situations or to temporarily manage them until other staff are available.
Assess and report any unusual behaviors for individuals served.
Maintain and submit all necessary administrative records on a timely basis.
Order and maintain unit supplies, equipment, and furniture; arrange for repair of office furniture and equipment; arrange for maintenance program vehicles in conjunction with the Clinical Program Director.
Maintain FACT electronic charts according to the standards of Office of Mental Health and Payers, including demographics and uploading documents.
Prepare letters to request medical records and change of address as needed.
Collect necessary data to prepare various reports and spreadsheets, including auditing and tracking of clinic documentation to support agency guidelines.
Sort, route, and prioritize incoming mail with distribution to appropriate staff; ensure that outgoing mail is sent out daily.
Perform FACT Program errands in the community as assigned.
Assist with monthly budget plans, check requests, and disbursements.
Manage petty the cash account, including reconciliation monthly.