Program Assistant Teen Family Services

The Program Assistant provides administrative support to both Teen Family (Cal Learn and Adolescent Family Life Programs) and the Duarte site. This position will exclusively work with multiple data entry systems to track referrals, successful enrollment, progress, billing and case review. This position also provides general administrative, reception and clerical support including assistance with client and data program tasks, such as answering phones, greeting/welcoming clients, preparing reports, filing and copying. This position will report directly to TFS program manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Supports and promotes the mission of the Agency: Foothill Family empowers children and families on their journey to achieve personal success.
• Compiles and runs reports, surveys, and other program documentation.
• Enters program data into multiple databases, generates reports on data monthly, quarterly and annually.
• Assists the Program Manager and Program Supervisors in compiling data for monthly billing reports.
• Assists the Program Manager with semiannual monitoring review visits.
• Provide periodic case review and assess areas of improvement to meet contractual obligations.
• Creates client charts for new clients and enter all pertinent referral and enrollment data.
• Compiles and runs reports, surveys, and other program documentation as requested.
• Maintains inventory of client supplies and concrete support, contract/county forms, PAT supplies, etc.
• Represents the Agency effectively in interactions with parents and other clientele.
• Runs reports in Lodestar, Penelope, CalSAWs, etc. to track staff documentation completion standards and prepares monthly correspondence for clients and contracts.
• Acts as a Foothill liaison when communicating in written or verbal communication, to the appropriate county offices, liaisons, and workers.
• Completes mailings of programs materials.
• Establishes and maintains a safe and constructive environment for the children.
• Delivers or retrieves paperwork or equipment from other sites, picks up food for staff meetings or client events and runs errands as needed.
• Schedules and drives Agency vehicles to service and maintenance as needed.
• Provides care or services to minors or comes into contact with minors as part of their job duties.
• Provides services relating to the administration of public funds or benefits, including eligibility for public funds or public benefits.
• Travels between Foothill Family sites for training, meetings, and other in-person interactions.
• Attends in-person meetings and events at various locations within the Los Angeles County and surrounding areas.
• Displays sensitivity to the service population's cultural and socioeconomics characteristics.
• Performs work in a safe manner at all times and ensures that other individuals do not put themselves or others at risk.
• Follows all policies, procedures and legal mandates including HIPAA, client confidentiality, releases of information, protected health information (PHI) and client files.
• Ensures performance and behaviors support the Agency's performance quality improvement (PQI) goals and objectives.
• Reports to work on time and maintains reliable and regular attendance.
• Performs other duties as assigned.

POSITION REQUIREMENTS

• High school diploma or general education degree (GED); with some college preferred.
• Expertise in business, administrative practices.
• Computer literate; word processing, spreadsheets and data entry.
• Bilingual skills in Spanish/English required.
• Detail oriented with a high level of accuracy.
• Excellent people skills.
• Excellent organization skills with ability to manage several tasks simultaneously.
• Flexible and enthusiastic; demonstrates initiative.
• Valid CA Driver's License and maintains insurability on the Agency's auto liability policy (including a minimum of 2 years driving experience after receiving license) and maintains the California state required auto insurance liability limits OR maintains reliable transportation to attend all appointments and meetings as required in the position.
• Provides care or services to minors or comes into contact with minors as part of their job duties.
• Provides services relating to the administration of public funds or benefits, including eligibility for public funds or public benefits.
• Must not be excluded, suspended, debarred or otherwise made ineligible on the Federal, State or County Sanctions lists.

PHYSICAL DEMANDS

The physical demands 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 with disabilities to perform the essential functions.