Program Assistant

Saint Francis Ministries•Amarillo, TX

10h

About The Position

The Program Assistant provides receptionist duties and support services such as case filing, copying, and scanning documents. This role involves providing quality customer service, distributing and sorting mail, assembling packets, and sending/receiving information. The assistant will gather, review, and maintain client information for files, ensuring compliance standards are met, and assist with keeping children and family information up to date in the client management system. Responsibilities also include potentially purchasing and maintaining office inventory, taking minutes at meetings, and assuring the confidentiality of all data and information. The role requires reporting critical incidents, maintaining strict confidentiality of client information adhering to HIPAA regulations and company policies, implementing Saint Francis Ministries policies and SOPs, and following all safety procedures. The assistant will report unusual incidents through appropriate channels and ensure clients' rights are protected.

Requirements

High School diploma or equivalent
6 months experience working in teams and the public or related experience.
Mandated Reporter.
Ability to work flexible schedule.
Demonstrates effective written and verbal communication skills.
Handles multiple priorities.
Organizational skills
Clerical skills, including filing, and typing.
Computer skills including knowledge of spreadsheets, databases and word processing.
Independent discretion/decision making within the scope and responsibility of the position.
Manages emotions and can make decisions under pressure.
Manages stress appropriately.
Works alone effectively.
Works near others and/or in a distracting environment.
Works with other effectively/teamwork.
Ability to work with diverse populations.
Understands and practices Universal Precautions.

Responsibilities

Provides quality customer service when greeting individuals either by phone or in person
Provides technical assistance with distributing and sorting mail, assembling packets, and send and receiving information
Gathers, reviews and maintains client information for files and assures compliance standards are met
Assists with keeping children and family information up to date in the client management system
May purchase and maintain office inventory
May take minutes at meetings
Assures confidentiality of all data and information
Reports critical incidents to DFPS verbally within 12 hours, written within 24 hours
Maintain strict confidentiality of client’s personal and health information and agency propriety data, adhering to HIPPA regulations and company policies
Implements Saint Francis Ministries policies and follows directives as required. Follows and adheres to all pertinent Saint Francis Ministries Standard Operating Procedures (SOP’s), rules, personnel policies, and procedures; related accreditation and licensure standards; and federal, state and local rules, statutes, regulations, and contractual terms
Is knowledgeable of and follows all safety procedures.
Reports unusual incidents through appropriate Risk Management, clinical and
Ensures clients’ rights are protected