Program Specialist I

Program Specialist I
Monday to Friday 9:00 am to 1:00 pm (In person)

Salary: $21.63 - $24.03 (hourly) Part-time 20 hours per week, non-exempt 

Benefit eligible - benefits prorated at 50%

Other Compensation:

Employer-paid medical for employee and family, employer-paid dental, vision and group life insurance for employee - estimated value $4,121.64 - $11,911.92/annual 

Employer-paid sick pay (12 days per year) - estimated value $1,038.24/annual 

Employer-paid vacation pay (10-20 days per year depending on years of service) - estimated value $865.2/annual for first year of service 

Employer-paid anniversary holiday (1-5 days annually depending on years of service) - estimated value $86.52 annual for first year of service 

Employer-paid birthday holiday (1 day annually) - estimated value $86.52/annual

• Benefits and Perks: Supportive, fun and friendly team environment!

• Competitive Wages and room for growth
• Vacation and sick leave
• Employer paid medical insurance for employee and family
• Employer paid dental, vision and life insurance
• Chiropractic services
• Retirement 403b plan and supplemental insurance benefits
• 17 paid holidays, effective upon hire
• Paid birthday holiday, effective upon hire
• Paid anniversary day off of 1-5 days per year depending on years of service
• Anniversary bonus after 5 years of service
• Winter break
• Pet Insurance
• BBS supervision, on-going clinical training and CEUs available
• Employee referral bonus
• Employee Assistance Program
• Employee discount programs to theme parks, movies, hotels and car rentals
• Paid educational leave
• Paid drive time and mileage reimbursement
• Eligible for Federal Student Loan Forgiveness
• Employee Recognition

Summary:

Responsible for:

Provide coordination and administrative support for program activities, ensuring the efficient operation of services and compliance with reporting requirements. Collect, monitor, and track data submitted by Peer Partners and the Program Manager and compile weekly reports for submission to the Data Entry Specialist. Attend scheduled meetings, take detailed notes, and prepare written summaries of discussions, decisions, and action items. Assist the Program Manager with assigned tasks, projects, and administrative responsibilities to support program goals and daily operations.

Primary Duties: 

Depending on specific program assignment, may perform any or all of the following: 

May conduct Medi-Cal eligibility verification for program clients as needed and perform computerized client searches to support service delivery. Serve as a liaison between agency departments, identified law firms, and DCFS social workers to facilitate communication and coordination of services. Attend meetings as required, take accurate notes and minutes, and prepare written summaries and reports. Maintain departmental inventories, program staffing schedules, activity calendars, and supply inventories, ensuring necessary items are ordered and available. Respond to requests for information regarding program services and provide support for special events and meetings. Sort, screen, and distribute incoming and outgoing mail, prepare responses to routine inquiries, and complete photocopying and facsimile tasks. Oversee and perform a variety of administrative and clerical duties, including typing, filing, faxing, and providing general support to staff. Enter and maintain data using various software programs, including Microsoft Word, Excel, Access, and other specialized systems. Create program flyers, newsletters, bulletins, and social media content as applicable, and assist with front office phone coverage when needed.

Secondary Duties: 

Perform other duties as requested, directed or assigned. 

HIPAA Privacy Standards Compliance

(All items listed below are a condition of continued employment):
The employee in this position will: 
Maintain the confidentiality and security of protected health information (PHI) in accordance with SHIELDS policies and applicable state and federal regulations, including HIPAA. This includes using appropriate safeguards to protect sensitive information, refraining from unauthorized use or disclosure of PHI, and promptly reporting any suspected or actual privacy breaches to management. The employee must participate in required HIPAA trainings and briefings and consult with their supervisor regarding any questions or concerns related to compliance with privacy and confidentiality requirement

Position Requirements: 

These specifications are general guidelines based upon the minimum, ordinarily considered essential, to satisfactory performance in this position. Individual skills and abilities may result in some deviation from these guidelines.

To perform successfully in this position, the employee must maintain knowledge of and comply with Agency policies and procedures, including HIPAA requirements. The employee should be able to communicate ideas, information, and perspectives clearly and effectively both verbally and in writing, while demonstrating proficiency in the use of personal computers and various word processing and office software applications. Success in this role also requires a commitment to team goals and the SHIELDS for Families mission and values, as well as the ability to adapt to changing needs by continuously developing new skills and knowledge. Additionally, the employee must provide services in a culturally responsive and ethnically informed manner, showing respect, sensitivity, and professionalism when working with the diverse communities and clients served by the organization.

These requirements are typically met by having a high school diploma or equivalent and experience in Social Services or related field preferred. Skills also needed are: Experience working with high-risk families and demonstrate excellent customer service skills, including professional phone etiquette and strong verbal and written communication abilities. Proficiency in Microsoft Office applications, particularly Word, Excel, and Access, is required, along with knowledge of general office procedures and equipment. The employee must be able to work independently, remain flexible in a dynamic environment, and maintain a high level of accuracy and attention to detail. Additionally, the individual must be capable of performing all job duties safely and responsibly, without compromising the health or safety of themselves or others.