Program Support Specialist

Potomac Community Services•Hagerstown, MD

About The Position

Let's start by saying we want to hear from you! Below is an accurate description of the job for hire but with limited space, it isn't exhaustive. If you have questions about other considerations, please don't hesitate to contact us! The Program Support Specialist (PSS) reports to the Program Director or designee (PD). The PSS is responsible for the overall day-to-day operations of the assigned office and reception area. PSS must project a professional agency image through in-person and phone interactions. The PSS must perform in accordance with Potomac Community Services (PCS) policies and standards of practice. Duties include clerical and supportive functions as needed for PCS programs to operate in an efficient and effective manner.

Requirements

High School Diploma or equivalent required
Organizational skills and detail-oriented work is essential.
Working knowledge of Windows and Microsoft Platforms preferred.
Ability to work independently as well as part of a team.
Possesses a valid driver's license, dependable transportation, vehicle insurance, and 3-year clean driving record.
Is professional with excellent interpersonal and communication skills, both written & verbal.
Is willing to work flexible schedule according to the needs of the agency to deliver quality service.
Strives for excellence and is eager to obtain knowledge about the job and local resources.
Accepts constructive feedback.
Has technical aptitude for utilizing computers, phone applications, and online resources.
Has a strong understanding of confidentiality under HIPAA & technical applications.

Nice To Haves

Knowledgeable regarding community-based resources preferred.

Responsibilities

Review client file documentation for accuracy and implement intervention for compliance as needed.
Provide quality customer service
Develops, compiles, interprets, monitors, and evaluates information/data from various sources and implements appropriate action or makes recommendations to the PD to meet COMAR regulations.
Assist with agency record keeping, documentation destruction, and preservation according to COMAR regulations to ensure compliance requirements.
Assist with Quality Assurance projects to improve quality of services as designated by the PD. Metrics
Assist callers and walk-ins with locating the appropriate information.
Answer phones, retrieve messages, transfer calls in a professional and polite manner.
Distribute faxes, messages, etc. to the appropriate staff.
Perform administrative duties to include but not limited to scanning, faxing, electronic filing, photocopying, documentation, and verification of accuracy for all areas.
Assist in coordination of referrals and linkages to community-based and mental health resources.
Demonstrate ability in providing supportive services for internal programs.
Assist with other projects by preparing correspondence, documents, and reports as requested by the PD.
Complete filing and scanning for PCS programs on a daily basis for all billing tickets.
PSS sends out visit helps for clients and follows up as needed.
Collect, review, and input data from various client surveys.
Ensure a good "first impression" to the public by maintaining a neat and welcoming front office, interview rooms, and waiting area daily.
Open and close the office. (Open and lock doors, turn lights on or off, turn off appliances)
Travel to other PCS offices as directed and needed by PD or designee.
Monitor assigned work area and notify Operations Team by entry of Purchase Order Request. Upon receipt of supplies restock your area.
Prompt and regular attendance refer to the Time and Attendance Policy
Learns PCS Core Values and demonstrate the application of these values through all areas of work.
Shares knowledge and resource information with coworkers and other PCS staff.
Acts as liaison for PCS with community agencies and other local mental health agencies and providers, promoting positive and effective communication.
Attends and participates in all scheduled monthly staff meetings.
Attends all PCS events as scheduled.
Safeguards the confidentiality of records in accordance with state and federal laws and regulations governing confidentiality.
Promotes PCS internally and externally in positive and professional manner.
Utilizes PCS resources and equipment appropriately and efficiently, including but not limited to PCS laptop, phone and vehicles.
Maintains good working relationship with other staff members/supervisors and contributes to positive work environment.
Maintains safe driving record and self-awareness for safety purposes.
Maintains confidentiality of staff, clients, and PCS business practices.
Completes all necessary trainings and adheres to all policies as required by the local hospital in accordance to the appropriate county.
Adheres to all PCS published policies including but not limited to: Time & Attendance, (tardiness, absences) and Dress Code (including wearing company ID Badge).
Records time using the approved payroll system, completing calendar as required, in an accurate and timely manner.
Performs special projects and other duties as assigned.