Program Assistant
General Description:
Primary responsibilities include but are not limited to the Rehabilitation and Client Services Departments: managing and maintaining client filing system, typing and proofreading educational materials, program record keeping and statistical gathering. The key to this position is the ability to facilitate a smooth work flow over a multi-faceted services department. This includes an essential proficiency in computers, including superior knowledge in software, hardware, and web-based applications. Must be able to handle all aspects of office work and problem solving; detail-oriented, self-motivated, and possess a notable ability to work closely with many types of people. Additional agency support includes providing coverage for reception staff as needed, and support of other clerical positions within the LightHouse.
Qualifications:
Education: A.A. or B.A. Degree in Business, English or related field preferred.
Experience: Two years minimum administrative support experience. Excellent computer skills: Windows, Microsoft Office, Excel. Working experience using databases. Excellent organizational and phone skills. Ability to multi-task. Excellent English oral and written communication skills. Bilingual: Spanish, Cantonese or ASL preferred. Valid CA Driver’s license required.
Program Assistant Team Accountabilities:
- Maintain departmental files, client files, as needed.
- Data entry, report writing for client database (On Line Data Manager).
- Facilitate patient appointments, billing and eye reports for the Low Vision Clinic.
- Typing of correspondences, purchase authorization & billing forms etc.
- Providing regular onsite support in Marin and occasional onsite support in Eureka.
- Develop class schedule for all agency program 3 times/year.
- Facilitate monthly client/departmental billing and grant reports.
- Facilitate monthly demographic reports for Administrative Team and staff.
- Assist Service Providers with data base entry in client data base.
- Reading and clerical assistance for visually impaired service providers.
- Driver for visually impaired service providers as needed.
- Provide back-up reception and visitor check-in for the agency as needed.
- Produce information in Braille (agency will provide training).
- Maintain departmental information in print, tape, Braille and disk.
- Assist with incoming and outgoing mail as needed.
- Attendance of staff meetings and training.
- Maintain client confidentiality.
- Other duties as assigned.
