Program Support Specialist

Empowering People's Independence•Rochester, NY

1d•Onsite

About The Position

Support the program by completing and coordinating administrative workflows and serving as a point of support for employees, persons supported, families/designees, vendors, and internal partners. This role involves managing daily administrative tasks, ensuring accurate and timely processing of documentation, handling confidential information, and maintaining program records. The specialist will also serve as a point of contact for stakeholders, facilitate communication, and support program enrollment activities. Additionally, the role includes processing invoices and supply orders, providing front desk coverage, and maintaining office organization. Occasional work outside normal business hours may be required.

Requirements

Minimum high school diploma or GED
One (1) year of OPWDD or related administrative work experience
Strong working knowledge of Microsoft programs to include Email, Word, Excel, PowerPoint, Teams.
Must possess and maintain a valid NYS Driver’s License
Solid verbal and written communication skills, with demonstrated ability to communicate with all a diverse work population of various levels within the organization.
Mature interpersonal/professional skills to effectively collaborate, resolve issues, and maintain confidentiality.
Demonstrated ability to use poise, tact, maturity, and diplomacy during difficult and/or stressful situations to effectively collaborate and resolve issues.
Proven ability to work in a fast-paced environment, with demonstrated ability to manage multiple tasks, and customer requests, while meeting deadlines.
Must be able to talk, hear, stand, walk, and/or sit for extended periods of time; may have to twist, bend, use hand to finger, stretch with hands and arms.
Specific vision abilities required by this job include close vision and ability to adjust focus.
Must be able to lift and carry up to 50 lbs.

Nice To Haves

An associate degree
Experience supporting program operations
Prior electronic record keeping system experience is preferred.

Responsibilities

Coordinate daily administrative workflows and prioritize assigned tasks to support accurate and timely completion in alignment with program needs.
Monitor intake and enrollment workflows to ensure documentation is complete, accurate, and processed in accordance with department procedures, regulations, and established timeliness.
Complete daily program duties, including mail processing, document collection, organization, record maintenance, office supply ordering, maintaining checklists for budget changes, reporting, enrollment tracking, invoice processing, and general office support.
Handle and disseminate Personal Identification Information (PII) and other highly confidential and sensitive information appropriately while maintaining professional communication with employees at all levels of the organization, as well as visitors, vendors, and contract personnel.
Collect, organize, maintain, and review program records, manuals, electronic files, hanging files, intake documents, checklists, monthly expense reports, budget/termination checklists, and compliance documents for accuracy and completeness.
Monitor the general email/mailbox and related communication processes to ensure timely responses, appropriate follow-up, and continued compliance with the Health Information Portability & Accountability Act (HIPAA).
Serve as a point of contact and support for stakeholders throughout the intake and enrollment process, referring complex or unresolved matters to the Program Support Supervisor.
Facilitates communication and resolution of issues involving people supported, families, care managers, brokers, and employees.
Support program enrollment activities through the electronic database system and enter, update, and maintain information according to department expectations.
Review, upload, process, and audit invoices as assigned, ensuring documentation is complete, and discrepancies are addressed or escalated appropriately.
Process product and supply orders, maintain records supporting purchases, and monitor supply levels to support operations.
Participate in Guest Services desk coverage rotation as assigned.
Provide office front desk coverage, general agency administrative support, and department administrative support, including occasional work outside normal business hours when needed.
Support general office upkeep and ensure shared workspaces, supplies, and administrative resources are maintained in an organized and professional manner.
Performs other duties as assigned by Program Support Supervisor and/or designee within scope of practice.
Participate in various EPI committees as able.
Must maintain confidentiality and exercise discretion concerning all business-related matters, including but not limited to board/vendors/donors’ names, investigations, finance, operations, and employee relations matters.
Must be willing to complete specified certification training & specific company required trainings as mandated by our governing agency, Office for People with Developmental Disabilities (OPWDD), at time of hire and annually thereafter.
Must adhere to all policies & procedures (company, department, and/or program) at all times and report policy violations to appropriate personnel.