FRED FINCH YOUTH & FAMILY SERVICES
Program Specialist (Finance)
Title: Administrative Program Specialist
Responsible to: Administrative Supervisor
Employment Status: Non-Exempt; Full-time or Part-Time
Job Summary:
The Program Specialist is responsible for overall management of all administrative office
procedures for the program(s) designated. The Program Specialist will process, maintain, and
archive all client records, as well as maintain many complex systems and calendars.
Furthermore, the Program Specialist is responsible for ensuring all client sensitive information
is kept safeguarded at all times. The Program Specialist must also interact with all staff,
clients, and guests in a personable, professional, and helpful manner.
Competencies:
Working with Others:
Communicates clearly and effectively, both verbally and in writing, with co-workers,
supervisors, and youth.
Comprehends, follows, and clearly conveys instructions to others.
Considers, with intention, the mode, timing, frequency, method, context, and amount of
information to offer to others.
Identifies Strengths and Needs; Support Planning and Proactiveness; Providing Support;
Individualizing Service Support:
Creates and/or implements systems to increase efficiency.
Maintains inventory oversight for office supplies and equipment for the program(s).
Provides new hire orientation f o r s t a f f i n c l u d i n g b u t n o t l i m i t e d t o
arranging for new mailbox, facility tours, review of electronic documents and
systems, review of various forms, and overview of clinical documentation tools.
Provides ongoing and as needed support to the Administration Department such as:
assistance with administrative, fiscal, or billable audits for the agency as necessary;
assistance in preparation for audits; maintenance and creation of systems and logs.
Provides support with Receptionist duties which include but are not limited to:
receiving and transferring incoming agency phone calls, greeting and receiving all
visitors, receiving and distributing incoming mail and packages, and the distribution
of agency announcements.
P r o v i d e s support to Information Technology Management including training and
general support.
Documenting:
Provides overall management of the participant electronic health record which
includes data entry of the demographic information and uploading third party
documents.
Ensures participant records are organized and current, following up with staff regarding
new clients to obtain all necessary documents in a timely manner to respond to internal
or external audit findings.
Maintains the function of County Utilization Review for program(s), ensuring the
timely notification to staff including document due dates; county deadlines for receipt
of forms are met; processing results and update electronic records to align with review
results.
Maintains agency logs in an accurate and systematic manner.
Receives and logs program referral data and tracks referral expiration.
Provides agency and/or program-specific reporting.
Behaving Professionally and Ethically:
Ensures limited risk of unauthorized exposure to Protected Health Information through
careful attention to mail distribution, u t i l i z i n g confidential inter-office envelopes
and other activities as assigned.
Adheres to all agency and program policies including Boundary Code of Ethics, Core
Competencies, Code of Conduct, False Claims, Health Insurance Portability and
Accountability Act (HIPAA), Employee Handbook and county, state, and federal
regulations.
Maintains clear and healthy interpersonal boundaries, complies with laws and
regulations, and adheres to all professional ethical standards including maintenance of
participant confidentiality.
Developing Professionally:
Seeks opportunities to improve knowledge, skills, and abilities.
General Employment Skills:
Demonstrates Cultural Responsiveness: is welcoming, inclusive and respectful;
embodies cultural humility; appreciates diversity.
Strives for excellence, has a positive attitude, accepts changes flexibly, shows initiative;
attentive to detail; accurate; and responsible.
Other duties as assigned by supervisor/management.
Qualifications:
Required
1. Minimum of 12 months of previous office experience required.
2. Demonstrated experience working with Microsoft Office products: Word, Outlook, Excel.
3. Demonstrated ability to interface and work well with all levels of management and
staff.
4. Demonstrate proficiency in English usage, report writing and customer service techniques.
5. Ability to compare, contrast and quality check work with keen attention to detail.
6. Ability to multitask and prioritize projects.
7. Strong organizational skills and detail oriented.
8. Strong problem-solving skills with demonstrated proactive initiative in tackling issues.
9. Superior customer service, teamwork, interpersonal skills, and ability to handle
confidential and sensitive information.
10.Must be able to meet deadlines and work under pressure, including the ability to perform
and complete a high volume of work assignments with speed and accuracy, work
cooperatively with others and meet the public, employees and managers, showing
courteousness and a high level of professionalism.
Preferred
1. Two (2) plus years in an administrative position in a non-profit agency.
2. B.A. Degree (or year for year experience in lieu of B.A.).
3. Bilingual preferred in a threshold language as defined by contract.
Physical Demands:
The physical demands and work environment described here are representative of those that must
be met by an employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals to perform the essential functions. The
position is sedentary 85% of the time. The noise level in the work environment is usually quiet
and, always, maintained within safe California Division of Occupational Safety and Health
(CAL/OSHA) standards.
Communication:
1. Must be able to express or exchange ideas by means of the spoken word to impart oral
information or detailed spoken instructions accurately, loudly, or quickly.
2. Must be able to hear, understand and distinguish speech and/or other sounds (i.e., alarms,
etc.).
Physical Activities:
1. Must have visual acuity to view a computer terminal; to perform activities such as
preparing reports, analyzing data; and to determine accuracy, neatness and
thoroughness of work assigned.
2. Must be able to work on a computer for up to 35 hours per week.
3. Must be able to move in and out of offices, other community settings, and on the
Coolidge Campus.
4. Must be able to bend, lift as much as 25 lbs., and walk up to a mile at one time.
5. Must be able to reach for stacked products, store and retrieve file boxes on high shelves.
6. Must be able to operate office equipment requiring repetitive hand movement and fine
coordination including use of a computer keyboard.
7. Must be licensed and have the ability and skill to drive cars, vans, or other vehicles.