Assistant Program Coordinator - Full-time

JOB SUMMARY:

To provide administrative and secretarial support to the Program Director, the Program

Coordinators, the House Managers and the Staff of the Community Supports and Residential Programs .

General Clerical Duties:

• Provide administrative support for the Community Supports/Residential Programs to include telephone coverage, copier projects, mail handling, supplies control and necessary communications internally and externally via letters, email, and distribution of policies and procedures.
• Assist the Program Coordinators in the management of their schedules and handle calls for these managers from both internal and external sources.
• Set-up and maintain suspense tickler files to track activities with specific deadlines. Manage central files. Update as needed contact lists.
• Purchase office supplies and equipment with the approval of the Program Director. Maintain documentation.
• Provide administrative support for Monthly Meetings. Provide logistical support by assuring meeting room is prepared and set up appropriately for events and meetings. Attend, take notes, transcribe and distribute minutes of meetings.
• Perform special projects as assigned by Program Coordinator or designee.

Core:

• Assist staff with missed punches (in or out, leave-time, or other questions)
• Take care of staff inquiries and needs, as well as phone calls on payroll Monday
• Screen and process incoming calls and questions from staff to PC on payroll Monday

Mileage:

• Do monthly log on mileage, oil change
• DOA mileage & trip summary
• Figure the billable mileage and turn in to finance
• Contact staff for current insurance and DL
• Notify PC if there is questionable mileage in a timely manner
• Contact HM if mileage is not turned in, utilizing good customer service skills
• Track mileage, making sure HM is turning it in on time and it is correct
• Alert PC if there are issues with timeliness, neatness, etc….

Personal money, petty cash, PEX cards, fuel receipts:

• Check the personal money & petty cash to ensure all is correct
• Alert PC if there are issues
• Call HM's if not turned in on time and alert PC if this is an ongoing issue

Responsibilities with Claremore Area Program Business:

• Courier for Claremore
• Pick up client personal money and petty cash
• Deliver client personal money and petty cash
• Deliver pay stubs

General job duties:

• Enter on-line incident reports
• Type up outcomes
• Fax/scan DDS-5's and get to PC for med changes
• Assist OCA during staff training audit – can locate copies of in-services if needed
• Assist staff when PC is out of office
• Assist PC with checking all in-services, making sure all are current – especially new hires and change of staffing between houses
• Order office supplies
• Filing
• Fax PT, nutrition, ETL and other professionals monthly paperwork
• Handout random drug screenings
• Help PC's with quarterly summaries
• All other duties as assigned.

CORE VALUES:

Client Centered Care: We are committed to making all decisions and performing all actions with the well-being of our clients as our primary focus, and to always putting our clients' interests ahead of our own.

Accountability: We take personal responsibility, as an organization and as individuals, for our actions, hold each other accountable, and expect to be held accountable at any point throughout the year for our decisions and actions.

Respect: While keeping the focus on the needs of our clients, we also commit to demonstrating mutual respect in communication and actions so that a positive environment for everyone is maintained.

Excellence: We are committed to using established best practices, to evaluating effectiveness of our efforts, and to demonstrating a willingness to change current practices at any point based on evidence that change is needed.

EDUCATION AND EXPERIENCE:

• Associates degree or equivalent relevant experience. Demonstrated proficiency in word processing, spreadsheets, and effective oral and written communication.
• Will need to be a organized, possess excellent computer skills and people skills. Previous HOH experience preferred.

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