Position Title: Program Support/Compliance AssistantProgram Support/Compliance Assistant
FLSA Status and Salary Range: Part-time, non-exempt position. Usual hours of work 9:00am-2:00 p.m. $21.00 to $24.00/hour, DOE annual $27,300 to $31,200
Position Summary: 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.
Position Duties and Responsibilities:
Program Support
· 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
Data Entry
· 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.
Reception/Office Administration
· 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.
· Perform general clerical duties:
o Photocopy/fax/mail documents, including confidential and legal records.
o Open and distribute incoming mail; prepare outgoing mail daily.
o Disperse pertinent information via email, voicemail, written messages, etc.
o Coordinate meetings
o 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.
Diaper Pantry
· 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.
Qualifications: Education
High school diploma or equivalent.
Experience
1. Minimum of three years’ experience in general office administration. Applicable education consideration will be given to experience requirement.
2. Ability to use Microsoft Office platform, including Word, Excel, Access and Outlook;
3. Ability to communicate effectively on the telephone and through written correspondence with professionals and the public.
4. High level of interpersonal skills to handle sensitive and confidential situations. Position continually requires poise, tact and diplomacy.
5. Working knowledge of normal child development and/or medical terminology, as demonstrated by work experience or education, preferred.
6. Ability to solve problems and think critically.
Physical Demands/Working Conditions:
1. The employee is occasionally required to stand, walk, stoop, kneel, or crouch.
2. The employee is frequently required to reach with hands and arms and use hands to handle, feel or collate materials.
3. The employee is occasionally required to lift and/or move up to 15 pounds and infrequently lift and/or move up to 25 pounds.
4. Specific vision abilities required by this job include close vision and ability to adjust focus.
5. The noise and vibration level in the work environment is usually moderate, as would be expected in an office setting.
THE INTENT OF THIS POSITION DESCRIPTION IS TO PROVIDE A REPRESENTATIVE SUMMARY OF THE MAJOR DUTIES AND RESPONSIBILITIES PERFORMED BY INCUMBENTS OF THE POSITION. INCUMBENTS MAY BE REQUIRED TO PERFORM OTHER JOB-RELATED TASKS OTHER THAN THOSE SPECIFICALLY PRESENTED IN THIS DESCRIPTION.
Compensación: $21.00 - $24.00 per hour
Programs for Infants and Children
Program for Infants and Children’s mission is to provide early intervention services for infants and toddlers with special needs, and we do this by providing support and resources to assist parents and caregivers enhance their child’s development.
PIC is mission and model driven, and our work culture is both supportive and collaborative. We feel strongly that our employees are the key component in our success supporting the families we are privileged to serve, and that our transdisciplinary service model is the foundation of that success.
