Career Opportunities

with LifeStream Behavioral Center

Careers At LifeStream Behavioral Center

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Program Asst

Department: 068 - Child Welfare Integrated Care team
Location: Tavares, FL

This is a highly responsible position that provides administrative support to the Child Welfare Continuum and associated programs. The person in this position handles confidential and sensitive information and must maintain a high level of integrity and professionalism. The Program Assistant may have direct client contract through phone and face to face, and therefore must always represent the agency in a welcome and professional matter.

The ideal candidate will have experience in child welfare and have solid computer and organization skills. The candidate should be familiar with creating spreadsheets, trackers, PowerPoints, and documents.

ESSENTIAL FUNCTIONS and RESPONSIBILITIES: The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification with or without an accommodation. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position. 

 

RESPONSIBILITIES: 

 

  1. Answers telephones, schedules appointments and receives and relays      messages in a professional and timely manner; triage and coordinate      communication between staff and consumers; answer questions for consumers      regarding services; work with callers to relieve urgent situations and      connect to appropriate staff and/or resources

 

  1. Composes, types, copies and distributes correspondence and memoranda      as necessary.

 

  1. Tracks staff training hours and contact information for central      database system.

 

  1. Opens, dates, reviews and distributes mail on a daily basis.

 

  1. Completes purchase requisitions as necessary.

 

  1. Coordinates and maintains the staff phone lists and on call      schedule.

 

  1. Maintains organization of supplies and replenishes the inventory      as necessary.

 

  1. Creates new file binders and ensures filing is up to date on all      active files.

 

  1. Alerts CWIC Team supervisor and team members of situations      requiring immediate attention.

 

  1. Informs CWIC Team supervisor and team members of problems through      regularly scheduled meetings or on an as-needed basis.

 

  1. Maintains computer and physical files and provides assistance to      the service center staff in performing data entry and file maintenance.

 

  1. Maintains and prepares community resource materials for      distribution to care management agencies and stakeholders.

 

  1. Establishes data entry standards ensuring the integrity of data by      proofing and reconciling records.

 

  1. Coordinates information for reports and types reports.

 

  1. Maintains administrative calendar of meetings and events and      coordinates involvement of individual staff as appropriate.

 

  1. Provides assistance as appropriate in the coordination of special      events.

 

  1. Coordinates arrangements for meetings, including securing space,      creating and distributing notices, tracking attendance responses and      ordering and arranging suppliers.

 

  1. Prepares necessary forms for changes in employee status (e.g.,      termination, promotion, resignation, etc.) and submits to OHR.

 

  1. Coordinates training by booking venues, setting up equipment,      copying materials and communicating with trainers.

 

  1. Organizes and coordinates special events by booking venues,      purchasing supplies and issuing invitations.

 

  1. Maintains office copiers by ordering necessary supplies and      contacting supplier for maintenance services as necessary.

 

  1. Travel to all sites where CWIC charts and services are housed and      handle files and maintenance of records to assist staff, as necessary

 

  1. Update and maintain policies and procedures manual to ensure      current and accurate information is available to staff

 

  1. Set up charts in TIER for newly admitted consumers, assist with      ongoing chart maintenance and assure charts are being maintained in      accordance with program policies and procedures

 

  1. Accesses TIER database to obtain necessary information for case      assignments.

 

  1. Responsible for collecting and organizing necessary documentation      for TANF applications.

 

  1. Act as a central referral line for all Child Welfare Continuum and      child welfare involved consumers, both children and adult, collecting and      disseminating referral information to appropriate service providers

 

  1. Monitors and updates consumer insurance information on a monthly      basis, coordinating benefits with insurance providers, and track units      authorized for care to ensure continuation of payments for services      rendered through program

 

  1. Manage referral log with Excel spreadsheet, including waitlist of      referrals, and track daily/weekly case loads, documentation deadlines, and      child welfare reports

 

  1. Perform pre-audit process and assist in training new staff in      program billing procedures

COMPETENCIES: Knowledge, Skills, Abilities, and Motivation (KSAM) required for an employee to be successful.

  • Serving      Our Consumers: Effectively      meeting consumer needs, building productive consumer relationships, and      taking responsibility for consumer satisfaction and loyalty. 
    • Consumer       Focus: Building strong consumer       relationships and delivering consumer-centric solutions.
    • Values       Differences: Recognizing the value that       different perspectives and cultures bring to an organization.
  • Effective      Communication: Clearly      conveying information and ideas to individuals and groups in a manner that      engages the audience and helps them understand and retain the      message.  
    • Communicates       Effectively: Developing and delivering       multi-mode communications that convey a clear understanding of the unique       needs of different audiences.
    • Manages       Conflict: Handling conflict situations       effectively, with a minimum of noise.
  • Continuous      Improvement: The      ongoing process of achieving positive changes in service and processes in      order to improve efficiency and quality.      
    • Resourcefulness: Securing and deploying resources effectively and       efficiently.
    • Cultivates       Innovation: Creating new and better ways       for the organization to be successful.
  • Expertise:      Demonstrating      proficiency of an employee's skill or knowledge within their field of      practice. 
    • Drives       Results: Consistently achieving results,       even under tough circumstances.

JUDGMENT/DECISION MAKING: Utilizes established corporate policies and procedures in making decisions. Uses sound judgment in meeting the responsibilities and performing the duties of the position.

EDUCATION & EXPERIENCE:

  • Required: High School diploma or GED equivalent.
  • Required: Valid Florida Driver’s license with a satisfactory      driving record.

 

  • Preferred: Two years’ Secretarial or Administrative Experience.

TRAINING & DEVELOPMENT: Completes all requirements according to Individual Training Plan within the first six months of hire and annually. Other training and/or professional development may be assigned due to evolution of programs.

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