Company: Fred Finch Youth Center
Posted on: January 14, 2019
The 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
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. Responsible for maintaining the function of County Utilization Review for program(s). 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. Collect and review daily billing for accuracy and thoroughness. Complete productivity reports and
distribute. Maintain billing and note compliance while working closely with Director of
Administration and Compliance Manager.
6. Maintain logs of clients in an accurate and systematic manner.
7. Handle new referrals received from County; 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.
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.
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions. The noise level in the work environment is usually quiet and, at all times is within safe OSHA standards.
1.Communicates clearly and effectively, both verbally and in writing, with co-workers, supervisors,and youth.
2.Must be able to comprehend, follow, and clearly convey instructions to others.
3.Must be computer proficient and be able to work on a computer for up to 40 hours per week.
4.Must be able to type 50 wpm.
1.Must be able to handle or manipulate objects, tools, and operate controls.
2.Must be able to reach for stacked products, store and retrieve file boxes on high shelves.
3.Must be able to push, pull, lift and/or carry as much as 10 lbs.
4.Must be licensed and have the ability and skill to drive a vehicle.
CHECK OUT WHAT OUR BENEFITS INCLUDE!
Medical, Dental, and Vision insurance (PPO or HMO options)
Employer matching 401(k) retirement plan
Employer paid life insurance
Employee Assistance Program
Flexible Spending Account (both medical and dependent care)
8 Paid holidays
21 days of Paid Time Off
Keywords: Fred Finch Youth Center, Oakland , Program Specialist, Other , Oakland, California
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