Center for Family Life and Recovery, Inc.

General Program Assistant

Job Description

Reports to: Office Coordinator/HR

Employment status: Non Exempt/Full Time

Qualifications:

  1. High school diploma or the equivalent. May also possess a vocational certificate/diploma in Business and Office Administration.
  2. Understanding of confidentiality/ HIPPA.
  3. Utilization of a multi-line phone and answering system.
  4. Proficiency in Microsoft Office Suite Applications, including Word, Excel, Publisher, Outlook and ACCESS.
  5. Advanced Customer Service Skills including, excellent communication skills, ability to problem solve, work independently, etc.
  6. Ability to type 35 – 45 (WPM): minimum required.
  7. Knowledge of accounting/fundraising software, such as Fund E-Z, Quick Books, etc., is preferred, but not required.
  8. Current and valid New York State driver’s license

Job Responsibilities:

  1. Greet counseling clients and assist them in preparing the necessary paperwork for the counselor.
  2. Keep a backup supply of client EAP/Counseling folders.
  3. Assist with filing of EAP and other Counseling folders.
  4. Maintains/updates Clinical and EAP staff calendars.
  5. EAP and Clinical Program data entry.
  6. Answer phones and scheduling appointments, establishing intakes for clinicians.
  7. Log Daily Contact sheets received, and enter all intakes and record any changes in CTS program.
  8. Assist with preparation and execution of all agency trainings and annual Signature Events

a. Handle registrations, including attendance sheets, via hard copy (mailings, fax, phone or in-person) and electronic (online and email), and process payments and ensuring accurate cash logs.

b. Preparation of training and signature event materials, pre-and-post functions.

c. Conduct follow-up communications (phone or email) to verify attendees’ participation.

  1. Maintain and update CFLR, Inc.’s agency mailing list/s on a quarterly
  2. Assist with flyers and internal communication newsletter.
  3. Monitors, and orders office supplies. Maintains office machines, including fax machine, copier, printer and phones
  4. Maintains the waiting room area, and personal workspace.
  5. Check-in and distribute incoming mail, record deposits. Weigh and stamp outgoing mail.
  6. Run reports/type billing forms for Finance Department.
  7. Contributes to team by performing other office filing, copying, and other tasks as assigned by the Senior Team.
  8. Ensure other offices receive necessary documents, and that necessary documents are received back when needed.
  9. Serve as back-up to other Program Assistants.
  10. Promote a positive workplace environment.

Employee’s signatureDate

Executive Director’s signatureDate

Updated 8-16-2011

In support of the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications deemed essential to the position. Equal Opportunity Employer