Program Assistant

Sacramento Children's Home•Sacramento, CA

4d•$22 - $25•Onsite

About The Position

The Program Assistant provides organizational and administrative support for the efficient operation of the Residential program, performing all clerical and office duties. The Program Assistant provides administrative support to the Director of Child and Family Services, Clinical Program Manager, Residential Trainer & Therapeutic Activities Manager, Therapists, Cottage Supervisors and Residential employees. This position comes in contact with confidential information, and as such, must maintain the program and agency’s standard of strict confidentiality.

Requirements

Two years of office/clerical experience and a High School diploma, or one year of office/clerical experience and an AA, or a bachelor’s degree in any field is required.
Must be at least 21 years old.
Must become CPR and first aid certified (offered through the Sacramento Children’s Home) within the first three months of employment.
Must be able to read, write, speak and understand the English language.
Able to report to work on a regular and reliable basis.
Excellent written and verbal communication skills; ability to prepare reports for Board and public distribution.
Strong presentation and interpersonal skills with the ability to collaborate across departments and with external partners.
Deep understanding of GAAP and nonprofit accounting standards.
Knowledge of 501(c)(3) regulatory and reporting requirements.
Advanced proficiency in accounting software and Microsoft Excel.
Strategic thinker with the ability to balance Agency-Wide priorities and program-specific needs.
Strong organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
Commitment to confidentiality, integrity, and professionalism in all interactions.
Ability to work flexible hours based on departmental needs.
Driving is an essential function of this job.
Employees in this position will be required to furnish their own vehicle to be used in the course of employment.
A valid driver’s license and minimum insurance coverage is also required.

Responsibilities

Maintains all current records and data systems in accordance with agency policies and systems.
Coordinates with the Finance department to ensure timely receipt of residents’ billing information, i.e., intakes/discharges of residents.
In collaboration with the Clinical Program Manager, maintains and monitors systems for Therapists to ensure productivity level is being tracked.
Reviews, codes and orders office supplies for the Residential program.
Serves as a resource person to assist staff, Community Care Licensing (CCL) and visitors with questions regarding the Residential processes.
Scans and distributes Runaway, Restraint (RR), Incident (IR), and Follow-Up reports.
Sends reports to CCL in the manner required.
Uploads all reportable Incident and Restraint reports onto the server.
In conjunction with the Training and Recreation Therapy Manager enters and submits reports via the CCL MRIRS portal.
Redacts and electronically sends IRs and RRs to county workers for Cottage Facilitators weekly.
Ensures that the security and storage of client records follow regulations.
Assists in collecting and preparing items for the annual MHPA site review, Triannual review, and other audits.
Audits records in SmartCare monthly.
Maintains binders in the cottage offices to keep them up to date and in good condition.
In conjunction with the Cottage Supervisors, maintains current Initial Residential Counselor Training binder.
Gathers agenda items for meetings as requested.
Copies and distributes agendas to all attendees.
Takes and distributes minutes at assigned meetings.
Sets up and takes down the room for all Residential trainings.
Creates and distributes all documents required for Residential trainers.
Assists in creating PowerPoint presentations for Residential trainings.
Submits all training sheets, certificates, evaluations and needed documents to the Human Resources and Quality Improvement (QI) departments and the Residential program in a timely manner.
Develops and maintains effective filing and follow-up systems.
Assists the Director of Child and Family Services, Clinical Program Manager, and Training and Recreation Therapy Manager as needed.
Assists the Health Services department as needed.
Provides coverage for reception area as needed.
Collects, monitors and distributes necessary forms and information related to Residential intakes (Finance, QI, Health Services, Cottage Facilitators)
In conjunction with Therapists creates, distributes, and uploads the Daily Progress Notes.
Assists with stakeholder surveys for the Residential program.
In conjunction with the Training and Recreation Therapy Manager collects and summarizes high risk IRs monthly to provide to QI.
Enters and maintains database accurately and timely for RRs.
In collaboration with the Receptionist enters and maintains database accurately and timely for the IRs.
Tracks mental health trainings and keeps the training binder current.
Creates the monthly Restraint and Runaway reports for CCL.
Builds Residential charts.
Modifies table of contents as needed.
Files documents pertaining to Residential charts
Maintains and audits Residential charts consistently.
Facilitates chart accessibility for entities such as CCL.
Scans and imports client records into SmartCare.
Maintains database for tutoring and after school tracking.
Trains the Independent Living Specialist and Tutor how to use the database for tracking.
On a monthly basis, assists providers with charts that need their required review.
Assists Clinical Program Manager in responding to Independent Utilization Review (IUR) minutes.
Sends IUR minutes to QI department for submission to the County.