Program Assistant

Founded in 1867, the Sacramento Children's Home is the oldest active charity in Sacramento and among the most highly respected. SCH is an equal opportunity employer who values an inclusive work environment that celebrates and recognizes the diversity of its employees. At SCH, we appreciate that having employees of many different backgrounds strengthens our organization, and we strive to create a workforce that reflects the diverse and culturally rich communities that we serve.

 

OVERVIEW:  The Program Assistant provides organizational and administrative support for the efficient operation of the Residential program, performing all clerical and office duties.   The Program Assistant provides administrative support to the Director of Child and Family Services, Clinical Program Manager, Residential Trainer & Therapeutic Activities Manager, Therapists, Cottage Supervisors and Residential employees. This position comes in contact with confidential information, and as such, must maintain the program and agency’s standard of strict confidentiality.

 

DUTIES:

 

1. (55%) Administrative/Clerical  

• Maintains all current records and data systems in accordance with agency policies and systems.


• Coordinates with the Finance department to ensure timely receipt of residents’ billing information, i.e., intakes/discharges of residents.


• In collaboration with the Clinical Program Manager, maintains and monitors systems for Therapists to ensure productivity level is being tracked.


• Reviews, codes and orders office supplies for the Residential program.


• Serves as a resource person to assist staff, Community Care Licensing (CCL) and visitors with questions regarding the Residential processes.


• Scans and distributes Runaway, Restraint (RR), Incident (IR), and Follow-Up reports.


• Sends reports to CCL in the manner required.


• Uploads all reportable Incident and Restraint reports onto the server.


• In conjunction with the Training and Recreation Therapy Manager enters and submits reports via the CCL MRIRS portal.


• Redacts and electronically sends IRs and RRs to county workers for Cottage Facilitators weekly.


• Ensures that the security and storage of client records follow regulations.


• Assists in collecting and preparing items for the annual MHPA site review, Triannual review, and other audits.


• Audits records in SmartCare monthly.


• Maintains binders in the cottage offices to keep them up to date and in good condition.


• In conjunction with the Cottage Supervisors, maintains current Initial Residential Counselor Training binder.


• Gathers agenda items for meetings as requested.


• Copies and distributes agendas to all attendees.


• Takes and distributes minutes at assigned meetings.


• Sets up and takes down the room for all Residential trainings.


• Creates and distributes all documents required for Residential trainers.


• Assists in creating PowerPoint presentations for Residential trainings.


• Submits all training sheets, certificates, evaluations and needed documents to the Human Resources and Quality Improvement (QI) departments and the Residential program in a timely manner.


• Develops and maintains effective filing and follow-up systems.


• Assists the Director of Child and Family Services, Clinical Program Manager, and Training and Recreation Therapy Manager as needed.


• Assists the Health Services department as needed.


• Provides coverage for reception area as needed.


• Collects, monitors and distributes necessary forms and information related to  Residential intakes  (Finance, QI, Health Services, Cottage Facilitators)


• In conjunction with Therapists creates, distributes, and uploads the Daily Progress Notes.


• Assists with stakeholder surveys for the Residential program.

 

1. (20%) Database and Incident Report Processing

• In conjunction with the Training and Recreation Therapy Manager collects and summarizes high risk IRs  monthly to provide to QI.


• Enters and maintains database accurately and timely for RRs.


• In collaboration with the Receptionist enters and maintains database accurately and timely for the IRs.


• Tracks mental health trainings and keeps the training binder current.


• Creates the monthly Restraint and Runaway reports for CCL.

 

1. (20%) Chart and Tracking Maintenance

• Builds Residential charts.


• Modifies table of contents as needed.


• Files documents pertaining to Residential charts


• Maintains and audits Residential charts consistently.


• Facilitates chart accessibility for entities such as CCL.


• Scans and imports client records into SmartCare.


• Maintains database for tutoring and after school tracking.


• Trains the Independent Living Specialist and Tutor how to use the database for tracking.

 

1. (5%) Internal Utilization Review

• On a monthly basis, assists providers with charts that need their required review.


• Assists Clinical Program Manager in responding to Independent Utilization Review (IUR) minutes.


• Sends IUR minutes to QI department for submission to the County.

 

LOCATION:   2750 Sutterville Rd., Sacramento, CA 95820

 

SCHEDULE:   Monday–Friday, 8:30am–5:00pm

                          

SALARY:         $22.00 - $24.74 per hour, to start