Program Support/Compliance Assistant

Programs for Infants and Children•Anchorage, AK

10d•$21 - $24

About The Position

The Program Support/Compliance Assistant is the face of our agency for clients/community associates/agency representatives and serves as administrative support for the business operations and agency program. This position serves as the administrative hub of the office and is integral to the smooth operation of day-to-day administrative needs. This position works closely with the management team to provide comprehensive administrative support services for the agency, and reports to the Administrative/Compliance Operations Manager.

Requirements

High school diploma or equivalent.
Minimum of three years’ experience in general office administration. Applicable education consideration will be given to experience requirement.
Ability to use Microsoft Office platform, including Word, Excel, Access and Outlook;
Ability to communicate effectively on the telephone and through written correspondence with professionals and the public.
High level of interpersonal skills to handle sensitive and confidential situations. Position continually requires poise, tact and diplomacy.
Ability to solve problems and think critically.

Nice To Haves

Working knowledge of normal child development and/or medical terminology, as demonstrated by work experience or education, preferred.

Responsibilities

Enroll, pend, and exit client-child files.
Monitor compliance with State and Federal indicators and seek resolution to issues as required.
Verify appropriate authorization for consents and releases for clients and referral sources.
Coordinate correspondence as required and/or requested with community partners and clients.
Handle incoming requests for PIC records, including those from SSA/Disability and other state agencies. Verify ROI is valid. Fax, mail or email records to requestor.
Check out/in screening/evaluations kits as needed to providers; restock as needed
Perform data entry, review and reporting within specific timeframes, on a routine basis and as directed.
Maintain various databases with client, provider, and agency information on a routine basis.
Maintain accurate electronic records between electronic health records and state ILP databases.
Courteously greet in-person and over the phone clients, visitors, PIC staff, and agency representatives, determine their needs and direct to the appropriate person, office, or treatment area. May take written messages.
Ensure opening and closing of the office, including doors and specific spaces, are unlocked/locked as appropriate.
Photocopy/fax/mail documents, including confidential and legal records.
Open and distribute incoming mail; prepare outgoing mail daily.
Disperse pertinent information via email, voicemail, written messages, etc.
Coordinate meetings
Organize electronic charts, file records, and close-out inactive charts.
Assist accounting with check log, deposits and other administrative tasks, as assigned.
Uses processes and systems to manage and ensures office environment is conducive to a productive and efficient workflow.
Monitor office supply inventory and spending by gathering information about needs, usage, and monitoring ordering.
Monitor proper functioning of office equipment/workspace/building and communicate/resolve problems in a timely manner with appropriate stakeholders.
Assist management with special projects, as directed.
Assist with diaper and wipe distribution, ensuring families are served respectfully and efficiently.
Maintain accurate inventory by stocking shelves, tracking supplies, and recording donations.
Assist with donation sorting and data entry, and help ensure the pantry area remains clean, organized, and well-maintained.
Review and update participant registrations as needed.