Program Support Assistant

OPARC•San Bernardino, CA

12d

About The Position

The Program Support Assistant provides support to their assigned Licensed Day Program. This role involves maintaining accurate documentation, data entry of billing, cash management, computer operations, front office reception, providing administrative support, observing program areas for cleanliness and safety, and providing participant supervision and care.

Requirements

Must be at least 18 years of age.
High School diploma or equivalent, plus a minimum of two (2) years’ office experience.
Ability to pass a competency test for grammar, punctuation, spelling, and data entry.
Basic level of technical proficiency in Microsoft Office (Word, Excel, Outlook) and capable of learning internal documentation systems.
Ability to pass a Department of Justice (DOJ) background check and fingerprint clearance, complete TB test, pre-employment physical, and provide proof of required immunizations (as applicable).
Valid CA driver’s license, proof of current vehicle insurance, and must have a clean driving record with three (3) years of driving experience.
Must be able to work in outdoor environments, which can include, but is not limited to allergens, excessive heat, excessive cold, excessive humidity, dampness or chilling, excessive noise and/or slippery and uneven walking surfaces and indoor warehouse-type settings that may lack heating, air conditioning, and have concrete flooring.
CPR, First Aid, and Crisis Intervention (e.g., CPI) certifications — or ability to obtain upon hire.

Nice To Haves

Preferred experience working with individuals with intellectual and developmental disabilities (IDD) or in a similar caregiving, nursing, behavioral, or human services role.
Bilingual (Spanish, ASL, etc.) is a plus.

Responsibilities

Assist in preparing for site visits, inspections, and audits by licensing and funding agencies.
Maintain accurate, up-to-date documentation, including program binders, forms, and manuals.
Use spreadsheet software to maintain staff and participant attendance records.
Work closely with program managers and other staff members to meet program objectives.
Complete 40-hours of specified healthcare trainings within 12 months of hire (only ADC-Monte Vista).
Complete 40-hour Registered Behavior Technicians (RBT) trainings within 12 months of hire (only Summit Services programs).
Provide excellent customer service to participants, families, care providers, visitors, and Oparc staff.
Handle incoming calls and route messages appropriately.
Typing, duplication, processing and mailing of notices, records, reports, and correspondence.
Maintain accurate and up-to-date participant, parent/care provider, and transportation lists.
Update participant information in Oparc’s management system.
Process mail and distribute it accordingly.
Drop off and pick up mail and payroll at the Administrative Office.
Make telephone calls to parents/care providers, transportation sources, and others as directed.
Maintaining necessary office and maintenance supplies and materials.
Submit monthly requisition, as needed.
Communicate staffing and ratio numbers to the Program Support Specialist during morning call-arounds to determine need of substitute staff.
Maintain record of where substitutes worked and obtain final ratios.
Take accurate meeting minutes for team meetings and other program-related discussions.
Distribute meeting minutes to staff.
Assist with data entry, filing, and organization of office records.
Distribute memos, updates, and training materials to staff.
Maintain active programming and respectful interaction with participants at all times.
Monitor program areas for cleanliness, safety, organization, and report deficiencies to management.
Assist in ensuring participant rights and health/safety standards are upheld in all service areas.
Maintain established level of supervision, and at least visual supervision, at all times, for assigned participants both on site and in the community. For participants needing additional close monitoring, use the procedures and protocols established for additional safety.
Follow implemented protocols for behavioral interventions and/or any Restricted Health Care plans at all times.
Monitor participant’s health and safety concerns at all times, reporting any concern immediately.
Report any suspected abuse immediately to the proper authorities as required by law and Oparc policy.
Track, reconcile, and audit participant cash accounts (ADC sites only), community access, and petty cash.
Maintain confidentiality.
Attend staff and other meetings assigned.
Adhere to all safety regulations.
All other duties and responsibilities assigned by supervising Program Manager.