SUMMARY

The Intensive Services Program Assistant provides administrative support to the Intensive Services Department that includes Wraparound, Intensive Field Capable Clinical Services (IFCCS), Full-Service Partnership (FSP) and Therapeutic Behavioral Services (TBS). Additionally, the Program Assistant participates in the intake process for new clients, is responsible for data entry in various LA County databases, enter all program statistics into Welligent, monitors updates tracking sheets, runs data reports, and submit data to the Director of Intensive Services and Intensive Services Administration.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Support and promote the mission of the Agency: Foothill Family empowers children and families to achieve success in relationships, school, and work through community-based services that advance growth and development.
• Enters all program data into database, generates reports on data monthly, quarterly, and annually.
• Assists the Intensive Services Administration in compiling data for the various Intensive Programs: Wraparound, IFCCS, FSP, TBS. (as assigned)
• Keeps track of Flex Fund expenditures that includes scanning documents into Welligent, submits requests to the Department of Mental Health (DMH) as needed, and monitors approval or denial process between IS Department and DMH.
• Creates client records in Welligent new clients and enters all pertinent referral and enrollment data.
• Maintains Intensive Services Program client spreadsheet and track clients entering and exiting the program.
• Supports the intake process in the various Intensive programs that includes contacting families and completing intake forms with them. (As assigned)
• Gathers and inputs all required PHI into the LA County Databases that includes SRTS, Provider Connect, Wrap Tracking System.
• Gathers and Submits OMA data into the County designated data base
• Emails Special Incident Reports, CFT Matrices, Enrollment Agreement Forms and FSP Enrollment/Exit forms, to the appropriate county offices, liaisons, and workers.
• Monitors, tracks and organizes the Intensive Services Activities Room.
• Maintains the Office Forms filled and organized and assists with maintaining overall office cleanliness.
• Prepares the Intensive Services office for internal and external Meetings and keeps minutes of the meetings.
• Monitors the Friend of the Month and Client Service Hours Winners for the I.S. Department.
• Supports and reinforces Agency policies, the smooth functioning and communication within the Agency.
• Works effectively and cooperatively with other Agency staff, collaborating when appropriate.
• Displays sensitivity to the service population's cultural and socioeconomics characteristics.

POSITION REQUIREMENTS

• High School Diploma required.
• Some college or Business school training preferred.
• Minimum of 2 years of experience as a receptionist and/or secretary with public contact required.
• Bilingual English/Spanish required.
• Excellent written and verbal communication skills
• Demonstrated knowledge and experience working with Microsoft Suite with particular expertise in Excel.
• Prior work with an Electronic Health Record System preferred.
• Excellent interpersonal skills, including the ability to work cooperatively as a team member with people from a wide variety of cultural backgrounds.
• Pleasant phone and personal manner.
• Ability to respond to clients and staff from diverse backgrounds in a friendly positive tactful manner and to deal with confused or unhappy clients with calmness and tact.
• 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.