ACT Program Assistant

General Statement of Duties:

This position is a primarily office-based role that will provide administrative support to the Assertive Community Treatment (ACT) team. Support includes, but is not limited to, answering phone calls, coordinating client scheduling, reviewing and monitoring third party insurance authorizations, organizing client charts, maintaining daily meeting logs and client logs, assisting other service providers or prospective participants complete ACT referral documentation, processing referrals, collecting data and completing data entry

The ACT Supervisor directly supervises the Program Assistant position.

Persons in this class are classified non-exempt under the Fair Labor Standards Act.

Major Essential Functions:

Provides administrative support to the entire ACT Team, with intensive support to the Team Leader, and Psychiatric Care Provider;

Schedules appointments for ACT staff;

Utilizes a multi-line phone system to answer incoming ACT calls in a prompt, helpful, and professional manner; appropriately directs calls and assists with ensuring urgent needs; develops knowledge of consumers in order to best meet their needs and route their calls;

Maintains client records and follows established guidelines for:  filing and retrieving documents, transferring medical records within the HRCSB, ensuring current documents are stocked and available for staff utilization, and protecting the confidentiality/security of client records;

Orients new employees to office protocol and procedures;

Assists staff in problem solving issues with office equipment, including computers, software, printers, etc.;

Distributes program, courier, and US mail, bulletins, memos, and notices in a timely fashion;

Reviews expenditures for accuracy and conformance with established guidelines/standards (a high degree of accuracy and attention to detail is required); researches concerns and reports discrepancies to supervisor;

Prepares payment vouchers and processes invoices for payment;

Implements and maintains new tracking mechanisms upon request and prepares daily, weekly, monthly, and quarterly reports for Team Leader on multiple data elements, e.g. pharmacy, monthly breakdown of expenditures by funding type, etc.  Tracks ACT data using a DBHDS database and submits reports by deadlines;

Assists with maintaining resource information, updating Consumer List, and keeping information current and available to staff in the ACT folder;

Serves as the program’s liaison by partnering with other departments and outside vendors to a) provide program-related information/reports, b) keep equipment functional and available, and c) resolve issues that may ACT program performance, and collaborate with client payees regarding mailing arrangements for transient clients;

Undertakes responsibility for special projects and assists with organizing team events.

Organizes, maintains, and adjusts complex file system in order to provide ready access to information and to produce unscheduled reports when needed;

Maintains the ACT database;

Performs other related duties as requested or assigned.

Makes effective use of available technology, including computers, e-mail, voicemail and electronic health record;

Maintains effective relationships with co-workers and consumers based on courtesy, compassion and respect;

Performs other duties as agency needs require.

Required Knowledge, Skills, and Abilities:

Strong organizational skills and attention to detail, ability to assume appropriate initiative and set and meet goals; ability to work cooperatively and effectively with other individuals and organizations; demonstrated effective communication skills, good judgement and conflict resolution skills; computer literacy and word processing skills required, the ability to create spreadsheets and previous experience with data collection platforms a plus. Knowledge of mental health, substance abuse, intellectual disability concepts, and basic understanding of practices such as Housing First, Motivational Interviewing, Harm Reduction and Trauma Informed Care is a plus. Possession of a valid VA driver’s license and acceptable driving record.

Minimum Education and Experience:

High School diploma or equivalent. Minimum of two years of administrative and/or clerical experience in an office based setting, with preference for some experience with behavioral health OR any equivalent combination of education and experience which provides the required knowledge, skills and abilities.

Other Information:

Work Equipment: Smart Phone, calculator, computer and related software, multi fax/copier/printer/scanner machine, vehicle.

Work Environment: General office environment with normal lighting levels, temperature, air quality, ventilation and noise levels.

Work Location: 1241 N. Main St. office and other community sites as necessary.

Work Hazards: Standard hazards associated with a mental health treatment environment. Standard hazards associated with human service residential environment including hazards associated with problem behaviors. Use of universal precautions required.

Work Schedule: Monday through Friday, regular office hours; additional hours as needed to perform job requirements. Regular and reliable attendance is required.

into various platforms, and other duties that support the daily functions of ACT program.