Program Assistant

POSITION SUMMARY:

Person in this position will provide general program support for individuals receiving treatment and/or intervention services for substance abuse issues. Support services to clients and staff, include, but are not limited to, UA collection/observation and perform day-to-day administrative, clerical and data entry functions, etc. Other duties may be assigned, as needed. 

ESSENTIAL JOB FUNCTIONS:

• Answer incoming phone lines and distribute messages.
• Provide general administrative/clerical support for Program, including photocopying, faxing, filing, and maintaining electronic documentation systems.  
• Receive, sort, and distribute mail and faxes.
• Compile and enter data of all required documentation.
• Monitor and maintain office supplies inventory and submit requests for repairs when necessary.  
• Prepare orders for office supplies sent to Accountant. 
• Participate with intake and discharge documentation of clients, as assigned.
• Maintain organization and security of clients’ open and closed files.
• Assist with preparation and coordination of clients’ graduation and certificates.
• Distribute copies of staff schedules.  
• Attend and take minutes of staff meetings, as assigned.
• Maintain client rosters, as required.
• Establish helping relationships with clients and staff characterized by warmth, respect, genuineness, and empathy.
• Facilitate clients’ engagement in treatment and recovery processes to enhance motivation for change.
• Promote client knowledge, skills and attitudes that contribute to positive behavior change, according to program guidelines.
• Work appropriately with clients to recognize and discourage all behaviors inconsistent with program rules and regulations.
• Protect clients’ rights to privacy and confidentiality in all treatment situations and recordkeeping.
• Provide services appropriate to personal and cultural identity and language of clients and their families.
• Understand importance of reporting any suspected incidents of child abuse or neglect and promptly report any such incidents to supervisor on site.
• Embrace and embody mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation.
• Perform other duties, as assigned.

ESSENTIAL QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform the duties and responsibilities satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:

• Computer proficiency with Microsoft Office products
• Ability to act in professional manner with staff and clients.
• During your tenure with WestCare there may be new requirements, including, but not limited to vaccinations that are issued by local, State, Federal, and/or Funders that WestCare may have to comply with. Should this occur Human Resources or appropriate personnel will inform you.

EDUCATION and/or EXPERIENCE:

• Minimum 2 years of clerical/administrative experience required.
• Minimum 2 years of experience as receptionist preferred.

• High School Diploma or equivalent 

LICENSURE/CERTIFICATION:

• None

WORKING CONDITIONS:

• Work is performed primarily in professional, office setting.
• Regular attendance is required. Working overtime may be required and essential to perform job duties at times.

ESSENTIAL PHYSICAL AND MENTAL DEMANDS OF THE JOB:

The employee must be able to perform the following essential duties and activities with or without accommodation:

PHYSICAL DEMANDS:

• Requires mobility and physical activity: Having an adequate range of body motion and mobility to work in an office, including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 30 pounds.  Use of computer and telephone systems is required which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files).  Requires the ability to defend oneself and clients in physically abusive situations using approved physical de-escalation techniques.
• Requires talking: Expressing or exchanging ideas by means of the spoken word.  Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly. 
• Requires hearing: Hearing is required to receive and communicate detailed information through oral communication. 
• Requires seeing: Clarity of vision at 20 inches or less and at distance. This factor is required to complete paperwork for many of the employee’s essential job functions and to observe client behavior and activities in and out of the facility. 
• The normal work routine involves exposure to human blood, body fluids or tissues. Appropriate personal protective equipment will be readily available to every employee.

MENTAL DEMANDS:

• Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions. 
• Requires the ability to work and cooperate with clients, co-workers, managers, the public, and employees at all levels to exchange ideas, information, instructions, and opinions.  
• Requires the ability to work under stress and in emotionally charged settings. 
• The ability to defend oneself and clients in mentally/verbally abusive situations using approved mental/verbal de-escalation techniques.