Program Support Assistant – Watertown, CT HYBRID

SUMMARY

Assists with the administrative functioning of the regional office. Ensures that work is being completed accurately and on time through reports, and oversight. Performs all duties in a manner that fosters the achievement of the organization’s mission to identify choices and provide services to help people of all ages, abilities and incomes to live at home.

KEY RESPONSIBILITIES

• Provides information daily and secures referrals and memos from the Community Options Unit of the Department of Social Services (DSS) through the Ascend system.
• Creates and sends out correspondences to providers and DSS.
• Monitors technical accuracy of DSS paperwork as assigned, and ensures timeliness of reporting to DSS.
• Takes emergency calls and triages to appropriate staff.
• Communicates with the answering service and coordinates the on-call rotation.
• Facilitates the communication of changes in status and the initiation and renewal of cost share fees to Allied on a monthly basis.
• Facilitates purchases through the Independent Living Fund.
• Assists in overseeing Program Support Assistant staff. Serves as a backup manager to the Program Support Assistants when the Manager, Clinical Operations is unavailable.
• Facilitates the ordering of required forms from DSS and forms through the administrative office.
• Processes probate court documents and secures checks from the Finance Department to cover the probate court and sheriff’s fees.
• Oversees the construction of initial assessment packets to be utilized by the Care Managers.
• Identifies and resolves problems with office equipment and applicable vendors as directed, including monitoring of office supply inventory.
• Responsible for memos, notification letters, agendas, and providing technical assistance for presentations as assigned.
• May assist with other administrative support functions and related clinical tasks such as inquiries regarding payroll, data processing, postage, ILF contributions, etc.
• Responsible for the filing and maintenance of the paper health record and other documents.
• Participates in the facilitation of procuring translation services through both internal and external sources.
• Performs additional related duties as assigned.

QUALIFICATIONS

Education

• High School Diploma or equivalent

Experience

• Similar administrative experience in an office environment
• Strong written and verbal communication skills
• Proficiency with Microsoft Office, especially Microsoft Excel
• Strong organizational skills, with the ability to quickly shift priorities
• Ability work both independently and as part of a team

Other

• Reliable transportation, valid driver’s license and current automobile insurance.

Physical Requirements

Physical Activity Approximate Percentage of Time Spent in this Activity

• Bending 5%
• Climbing (e.g. stairs) 5%
• Keyboarding 90%
• Kneeling 5%
• Lifting (indicate maximum weight to be lifted) 30 lbs. (small office equipment, files, etc.)
• Reaching 5%
• Sitting 90%
• Standing 25%
• Using Telephone 90%
• Walking 15%

Work Environment (a brief description)

Work is performed in an office environment. Contact with staff from other departments likely. May have contact with individuals outside of the organization.

The physical requirements and description of the work environment are representative of what an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.