Program Support Specialist

Job Purpose:

Support the program by completing and coordinating administrative workflows and serving as a point of support for employees, persons supported, families/designees, vendors, and internal partners.

Hiring Range : $19.00hr-$21.00/hr commensurate with experience

Essential Functions:

• Coordinate daily administrative workflows and prioritize assigned tasks to support accurate and timely completion in alignment with program needs.
• Monitor intake and enrollment workflows to ensure documentation is complete, accurate, and processed in accordance with department procedures, regulations, and established timeliness.
• Complete daily program duties, including mail processing, document collection, organization, record maintenance, office supply ordering, maintaining checklists for budget changes, reporting, enrollment tracking, invoice processing, and general office support.
• Handle and disseminate Personal Identification Information (PII) and other highly confidential and sensitive information appropriately while maintaining professional communication with employees at all levels of the organization, as well as visitors, vendors, and contract personnel.
• Collect, organize, maintain, and review program records, manuals, electronic files, hanging files, intake documents, checklists, monthly expense reports, budget/termination checklists, and compliance documents for accuracy and completeness.
• Monitor the general email/mailbox and related communication processes to ensure timely responses, appropriate follow-up, and continued compliance with the Health Information Portability & Accountability Act (HIPAA).
• Serve as a point of contact and support for stakeholders throughout the intake and enrollment process, referring complex or unresolved matters to the Program Support Supervisor
• Facilitates communication and resolution of issues involving people supported, families, care managers, brokers, and employees.
• Support program enrollment activities through the electronic database system and enter, update, and maintain information according to department expectations.
• Review, upload, process, and audit invoices as assigned, ensuring documentation is complete, and discrepancies are addressed or escalated appropriately.
• Process product and supply orders, maintain records supporting purchases, and monitor supply levels to support operations.
• Participate in Guest Services desk coverage rotation as assigned.
• Provide office front desk coverage, general agency administrative support, and department administrative support, including occasional work outside normal business hours when needed.
• Support general office upkeep and ensure shared workspaces, supplies, and administrative resources are maintained in an organized and professional manner.
• Performs other duties as assigned by Program Support Supervisor and/or designee within scope of practice.

Non-Essential Functions:

• Participate in various EPI committees as able.

Compliance:

• Must maintain confidentiality and exercise discretion concerning all business-related matters, including but not limited

to board/vendors/donors’ names, investigations, finance, operations, and employee relations matters.

• Must be willing to complete specified certification training & specific company required trainings as mandated by our governing agency, Office for People with Developmental Disabilities (OPWDD), at time of hire and annually thereafter.
• Must adhere to all policies & procedures (company, department, and/or program) at all times and report policy violations to appropriate personnel.