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Program Specialist

Company: Fred Finch Youth Center
Location: Oakland
Posted on: January 14, 2019

Job Description:

Job Summary:

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.

Physical Demands:

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.

Physical Activities

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.


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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