Program Assistant

OKLAHOMA MENTAL HEALTH COUNCIL•Weatherford, OK

6d•Onsite

About The Position

Performs administrative duties and advanced level receptionist duties within the agency. Answers phones, greets visitors/staff coming to the area, and performs general office duties related to the same. Completes routine assignments and/or special assignments on a daily basis.

Requirements

High School Diploma or equivalent with specialized vocational-technical or business training.
Two years administrative experience with heavy public contact.
Excellent interpersonal and communication skills.
Ability to prioritize work and perform under pressure and to think quickly in unusual/stressful situations.
Experience working with community services.
Ability to maintain effective working relationships with clients, other staff and the community.
Must be proficient with technology.

Nice To Haves

Relevant Bachelor’s Degree preferred.
Comfortable with mental health crisis preferred.
Previous experience in medical environment preferred.

Responsibilities

Perform program opening/closing responsibilities as pertains to assigned area, to include securing confidential items.
Type correspondence, memoranda, reports, copies and distributes information as directed, including mass mailings or internal communication; utilizes various word processing, data bases, spreadsheets when required; has operating knowledge of advance copy machines, fax, shredders, and other appropriate office equipment.
Assist Client Advocate and Director of Prevention and Clinical Services when applicable.
Ensure adherence to documentation process for prescribed word processing procedures.
As designated, coordinate and manage agency forms, materials, and printing requests; receive bids for printing jobs or special projects, and check for quality, quantity, cost accuracy and efficiency; and maintain agency forms reference manual.
Answer telephone, screen calls, route calls and visitors, take precise messages, etc., disseminate information when appropriate or refer to higher authority if required.
Collect first contact data over telephone for HIV/AIDS programs, either directly from the client or from the referral source and enter data into the computer; complete data entry process of OMHIS information.
Set appointment dates with the client for some intakes; on some cases, consult with Supervisor and/or Clinical Supervisor first, or give the referral information to the appropriate Program Director for follow-up.
Direct clients, visitors and staff to program area and assist them with their particular needs.
Coordinate meetings, schedules, appointments (clients or staff), notify participants, make room arrangements, prepare materials, and provide clerical support by writing, preparing, and distributing minutes, etc.
Maintain constant awareness of newly-implemented program changes/revisions for all Red Rock service programs (i.e. criteria for acceptance into programs, funding source criteria, current openings and waiting lists, new staff assignments and cases assigned to staff after disposition).
Maintain core competencies in relation to working with co-occurring disorders through continuing education and implementing skills into all aspects of treatment.
Attend staff meetings, workshops, and seminars to learn agency policy, rules, regulations, and procedures; participate in ongoing in-service training as well as pertinent external training.
Assist in the development and implementation of programmatic goals and objectives.
Support and assist with the facilitation of Care Plans for consumers within the Red Rock Health Team.
Perform other duties as required.