Program Assistant

Guild Services • Savage, MN

9d • $23 - $25

About The Position

This Program Assistant supports a residential program serving individuals with mental illness and/or substance use disorders. This position is responsible for numerous administrative tasks that help the team function efficiently and enhance the services provided. This includes but is not limited to triaging incoming phone calls and inquiries, as well as monitoring the electronic health record to ensure documentation accuracy. This position also involves collecting and distributing data, acting as the liaison between program staff and the billing department and ensuring documentation meets contracts and licensing requirements.

Requirements

• Knowledge of mental illness and the needs of people with mental illness.
• Knowledge of social service and community programs available to assist people with serious and persistent mental illness.
• Ability to assist clients directly through support, mentoring, advocacy, and coordination to help them obtain the necessities of daily living such as medical/dental care, legal/advocacy resources, financial and money management support, and transportation.
• Basic math and accounting skills, including decimals and rental transactions.
• Comfort with equipment used in performing clerical and office functions such as copiers, business phones, and calculators.
• Ability to establish and maintain filing systems.
• Ability to promote an inclusive, diverse, culturally competent, and respectful environment.
• Ability to develop and maintain receptive, open, and approachable lines of communication with clients and staff, and provide a friendly environment for visitors.
• Strong written and verbal communication skills, including composing, proofreading, and editing.
• Ability to recognize and implement new systems that will increase the efficiency of administrative processes and ease the work of clinical staff.
• Ability to work as a proactive and positive member of a team to deliver quality services.
• Ability to maintain confidentiality of organization, personnel information, and client data.
• Ability to use sound judgment and maintain healthy professional boundaries.
• Analytical and problem-solving skills.
• Ability to meet deadlines and set priorities.
• Proficiency with a variety of web-based software and databases, including Microsoft Office Suite.
• High-school graduate.
• 2 years of full-time professional administrative experience.
• Must not be actively receiving services from Guild and must not have received services within the last two years.
• A valid Class ‘D’ Driver’s License, reliable vehicle, satisfactory driving record and necessary insurance.
• Ability to pass a MN Department of Human Services background check.

Nice To Haves

• Post high school technical training.
• Experience working with adults with mental illness (paid or volunteer) is desired.

Responsibilities

• Before the recipient’s arrival, coordinate with program staff to ensure that all new admissions to the programs have active insurance and ensure that applications for GRH will be completed.
• Provide essential recipient information to accounting staff and county financial workers for all new admissions to the programs.
• Communicate with recipients’ regarding their payment responsibilities upon admission and throughout their stay in the program.
• Communicate with program staff and other involved providers about any issues that arise that may affect the recipient’s ability to make payments as expected. Work with the recipient and those identified parties to address and resolve payment issues.
• Ensure completion of data entry for the Mental Health Information System by due dates (June 30th and December 31st).
• Filter through data in recipient files and coordinate with program staff when needed to ensure that all required reports are completed and distributed by deadlines.
• Complete a monthly billing checklist and run monthly and quarterly reports.
• Create and distribute notes for all staff meetings and program as needed.
• Send recipient records to external parties at discharge (Exit Service Plans, FA, LOCUS) and as needed to various entities.
• Complete a monthly review of the electronic health record for incomplete and unapproved activities and alert responsible parties, ensure all ROI’s are complete and signed by the recipient, and ensure required documents have been completed by updating the paperwork tracker.
• Maintain organized filing and storage of documents as needed, including hourly checks, Group Clinical Supervision forms, etc.
• Assist the Household Supervisor manage and track the distribution of all petty cash in the program.
• Assist the Household Supervisor, if problems arise, with overseeing the resolution of malfunctioning office equipment such as fax and copy machines.
• Assist Household Supervisor anticipate demand for office supplies and materials in the program and coordinate to place orders.
• Answer program phones and transfer callers to the appropriate party, oversee record storage, and assist with formal record destruction, including scanning documents after clients discharge and destroying paper records that are 7+ years old.

Benefits

• Guild Services offers a range of benefits, including medical, dental, and vision coverage; flexible spending, HSA, short and long-term disability; Paid Time Off; paid holidays; wellness hours; 403(b); life insurance; and more. Eligibility requirements and other terms and conditions apply.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 101-250 employees