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ADMINISTRATIVE PROGRAM SPECIALIST

Company: Fred Finch Youth Center
Location: La Quinta
Posted on: February 3, 2020

Job Description:

The Administrative Program Specialist is responsible for overall management of all administrative office procedures for the program(s) designated. The Program Specialist will process, maintain, and archive all client records, as well as maintain many complex systems and calendars. Furthermore, the Program Specialist is responsible for ensuring all client sensitive information is kept safeguarded at all times. The Program Specialist must also interact with all staff, clients, and guests in a personable, professional, and helpful manner Duties and Responsibilities: 1. Overall management of client records. Responsible for intake, maintenance, and breakdown and storing upon discharge. Follow-up with staff regarding new clients to obtain all necessary paperwork in a timely fashion. Ensure client records are organized and current in a systematic manner. Audit charts on an ongoing basis and track audit results. Follow up with managers for corrections not completed. Respond to all internal and external audit findings in a timely fashion. 2. Responsible to assure limited risk of unauthorized exposure to Protected Health Information through careful attention to mail distribution, assuring use of confidential inter-office envelopes and other activities as assigned. 3. Ensure timely notification to staff when documents are needed, process all reports, organize chart and ensure completeness to satisfy URC requirements. 4. Oversight of Reports Due List and treatment plans, ensuring all reports are formatted, signed, distributed and filed properly. Ensure county deadlines for receipt of reports are met. 5. Complete productivity reports and distribute. Maintain billing and note compliance while working closely with Administrative Supervisor and Business Manager. 6. Maintain logs of clients in an accurate and systematic manner. 7. Handle new referrals received; maintain log, create files, and distribute. Maintain contact with program, tracking referred clients, contact appropriate program manager when new referral is assigned. 8. Provide administrative support for mandatory trainings to include attendance confirmation, email reminders, ordering and copying training material, and arranging for food/beverages through food service. Track all training needs for staff while working closely with Training Coordinator. Produce reports as needed. Conduct administrative trainings with agency as necessary. 9. Maintain inventory oversight for office supplies and equipment for the program(s). 10. New hire orientation to include arranging for new mailbox, facility tours, paperwork, computer training, review of various forms, and overview of clinical documentation tools. 11. Provide ongoing and as needed support to the Administration Department. Support for the Administration Department could include but are not limited to tasks such as: Assistance with administrative, fiscal, or billable audits for the agency as necessary. Assistance in preparation for audits. Maintenance and creation of systems and logs. Receptionist duties which include but are not limited to: receiving and transferring incoming agency phone calls, greeting and receiving all visitors, receiving and distributing incoming mail and packages, and the distribution of agency announcements. Support to Information Technology Management including training and general support. 12. Create systems to increase efficiency. 13. Support, follow, and enforce all agency policies and procedures. 14. Other duties as assigned by supervisor/management. Qualifications: 1. Minimum of 2-3 years in an administrative position. 2. BA preferred (or year for year experience in lieu of BA) 3. Proven computer proficiency in Microsoft Word and Excel. 4. Ability to travel, approximately 25% of position. 5. Ability to Multi-task, Superb Attention to Detail, Must possess strong organizational skills, Self Motivated, ability to work with little supervision. 6. Excellent organizational skills, ability to work cooperatively and congenially with other employees, flexible, meet deadlines, and good attention to detail skills required. 7. Bilingual preferred in a threshold language as defined by contract.

Keywords: Fred Finch Youth Center, La Quinta , ADMINISTRATIVE PROGRAM SPECIALIST, Administration, Clerical , La Quinta, California

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