Program Assistant

Title: Program Assistant - Residential Services FLSA Status: Non-Exempt, Full Time Purpose: This Program Assistant supports a residential program serving individuals with mental illness and/or substance use disorders. This position is responsible for numerous administrative tasks that help the team function efficiently and enhance the services provided. This includes but is not limited to triaging incoming phone calls and inquiries, as well as monitoring the electronic health record to ensure documentation accuracy. This position also involves collecting and distributing data, acting as the liaison between program staff and the billing department and ensuring documentation meets contracts and licensing requirements. Key Responsibilities: Duties and Responsibilities: Communication and Coordination Before the recipient’s arrival, coordinate with program staff to ensure that all new admissions to the programs have active insurance and ensure that applications for GRH will be completed. Provide essential recipient information to accounting staff and county financial workers for all new admissions to the programs. Communicate with recipients’ regarding their payment responsibilities upon admission and throughout their stay in the program. Communicate with program staff and other involved providers about any issues that arise that may affect the recipient’s ability to make payments as expected. Work with the recipient and those identified parties to address and resolve payment issues. Written Communication and Support Activities Ensure completion of data entry for the Mental Health Information System by due dates (June 30th and December 31st). Filter through data in recipient files and coordinate with program staff when needed to ensure that all required reports are completed and distributed by deadlines. Complete a monthly billing checklist and run monthly and quarterly reports. General Administrative Responsibilities Create and distribute notes for all staff meetings and program as needed. Send recipient records to external parties at discharge (Exit Service Plans, FA, LOCUS) and as needed to various entities. Complete a monthly review of the electronic health record for incomplete and unapproved activities and alert responsible parties, ensure all ROI’s are complete and signed by the recipient, and ensure required documents have been completed by updating the paperwork tracker. Maintain organized filing and storage of documents as needed, including hourly checks, Group Clinical Supervision forms, etc. Assist the Household Supervisor manage and track the distribution of all petty cash in the program. Assist the Household Supervisor, if problems arise, with overseeing the resolution of malfunctioning office equipment such as fax and copy machines. Assist Household Supervisor anticipate demand for office supplies and materials in the program and coordinate to place orders. Answer program phones and transfer callers to the appropriate party, oversee record storage, and assist with formal record destruction, including scanning documents after clients discharge and destroying paper records that are 7+ years old. Required Skills/Abilities: Knowledge of mental illness and the needs of people with mental illness. Knowledge of social service and community programs available to assist people with serious and persistent mental illness. Ability to assist clients directly through support, mentoring, advocacy, and coordination to help them obtain the necessities of daily living such as medical/dental care, legal/advocacy resources, financial and money management support, and transportation. Basic math and accounting skills, including decimals and rental transactions. Comfort with equipment used in performing clerical and office functions such as copiers, business phones, and calculators. Ability to establish and maintain filing systems. Ability to promote an inclusive, diverse, culturally competent, and respectful environment. Ability to develop and maintain receptive, open, and approachable lines of communication with clients and staff, and provide a friendly environment for visitors. Strong written and verbal communication skills, including composing, proofreading, and editing. Ability to recognize and implement new systems that will increase the efficiency of administrative processes and ease the work of clinical staff. Ability to work as a proactive and positive member of a team to deliver quality services. Ability to maintain confidentiality of organization, personnel information, and client data. Ability to use sound judgment and maintain healthy professional boundaries. Analytical and problem-solving skills. Ability to meet deadlines and set priorities. Proficiency with a variety of web-based software and databases, including Microsoft Office Suite. Working Conditions: The position completes activities in the program office and will have interactions with clients of the program and the public. Some activities may be required in the community. Travel may be required to other program sites. This position has the potential to come into contact with bodily fluids, communicable diseases, tobacco smoke, and household pets. Prolonged periods at a desk, working on a computer. Manual dexterity for tasks such as taking notes, using technological devices for documentation, or assisting clients with certain activities if needed. Must be ambulatory and able to negotiate stairways. The ability to lift and carry heavy weights that could be up to 25 pounds. Education and Experience: Required High-school graduate. 2 years of full-time professional administrative experience. Preferred Post high school technical training. Experience working with adults with mental illness (paid or volunteer) is desired. Additional Requirements: Must not be actively receiving services from Guild and must not have received services within the last two years. A valid Class ‘D’ Driver’s License, reliable vehicle, satisfactory driving record and necessary insurance. Ability to pass a MN Department of Human Services background check. Guild’s Employer Promise We know you do your best work when you feel supported and have the flexibility to meet all of life’s demands, no matter what those demands might be. Guild is an environment where your emotional, physical, and social wellbeing matters. A place where we’re motivated to care for each other and to work together to make a difference in the lives of our clients. We show up for our clients and we show up for each other. And Guild shows up for you. About Guild Guild is a Minnesota not-for-profit 501(c)(3) organization that empowers those living with mental illness and/or experiencing long-term homelessness by helping them find the tools they need to lead stable, fulfilling lives in communities of their choosing. Benefit Highlights Guild Services offers a range of benefits, including medical, dental, and vision coverage; flexible spending, HSA, short and long-term disability; Paid Time Off; paid holidays; wellness hours; 403(b); life insurance; and more. Eligibility requirements and other terms and conditions apply. The salary range for this position is between $22.81-$25.00/hourly. The range reflects the minimum and maximum salary for the position. Compensation will depend on the candidate’s professional experience, skills, and relevant education, training, and certifications.