Program Assistant - Fulltime (Roseville)

COMPENSATION AND BENEFITS

$26.00/hour Annual 5% Pay Increase Fulltime, non-exempt

Position Summary:

The Program Assistant provides comprehensive administrative and operational support to the Program Director to ensure the efficient day-to-day functioning of the Crisis Residential Program. This role oversees staff scheduling, payroll processing, financial reconciliation, compliance tracking, documentation oversight, policy development support, and facility coordination while maintaining consistent communication with the Program Director regarding operational needs and program updates. The Program Assistant plays a key leadership support role by promoting regulatory readiness, fiscal accountability, staff organization, and operational continuity across the program. Key Responsibilities Administrative & Leadership Support

• Provide direct administrative support to the Program Director, including calendar management, email coordination, and follow-up on priority tasks.
• Maintain consistent communication with the Program Director regarding staffing needs, operational concerns, compliance updates, and facility issues.
• Assist with the creation, revision, and ongoing review of program policies and procedures to ensure alignment with regulatory and organizational standards.
• Prepare and complete the SUR (Services Utilization Review) meeting agendas and related documentation.
• Draft meeting agendas, record meeting minutes, and track action items to ensure accountability and timely completion.
• Help keep staff on track with assigned responsibilities by monitoring deadlines, compliance requirements, and documentation expectations.
• Maintain organized digital and physical filing systems for administrative, operational, and compliance-related documents.
• Support staff onboarding processes, including tracking credentialing and training requirements (e.g., NPI numbers, MHW applications, and related documentation). Staff Scheduling, Payroll & Coordination
• Develop and maintain weekly and monthly staff schedules across day, swing, and NOC shifts, ensuring minimum staffing coverage at all times.
• Adjust schedules to accommodate call-outs and coordinate shift coverage in collaboration with the Program Director.
• Track time-off requests, schedule changes, and staffing updates.
• Process payroll and ensure accuracy of timekeeping records.
• Communicate and post updated schedules promptly to team members. Recruitment & Hiring Support
• Assist with interviewing new employees, providing structured and objective support throughout the hiring process.
• Create interview scripts and evaluation forms to standardize candidate assessment.
• Compile and summarize interview feedback for review by the Program Director and hiring team. Financial & Accounting Support
• Reconcile program credit card transactions to ensure accuracy and appropriate coding of expenses.
• Collect, organize, and submit receipts and invoices to the accounting department in a timely manner.
• Maintain organized financial documentation to support audits and fiscal oversight. Compliance, Clinical Documentation Oversight & Billing Support
• Assist with the development and review of policies and procedures to maintain compliance with licensing and regulatory standards.
• Prepare and organize materials for licensing visits, audits, and internal program reviews (excluding direct clinical decision-making).
• Review progress notes, treatment plans, and intake assessments for completeness, timeliness, and compliance with documentation standards, and communicate needed corrections to appropriate staff.
• Review scanned administrative documentation (e.g., visitation logs, group sign-in sheets, service verification forms) for completeness and accuracy.
• Complete and process record requests in a timely and compliant manner.
• Oversee the timely and accurate upload of monthly group and service verification documentation required for compliance and billing.
• Complete and submit weekly member progress reports for each client to the county.
• Track and support compliance-related requirements, including facility postings, monthly safety checks, and evacuation drills.
• Maintain daily census tracking and assist with end-of-month billing processes, including verifying documentation and running audit reports in systems such as Avatar. Facility Operations & Vendor Coordination
• Coordinate with vendors and contractors for facility-related services, including maintenance, repairs, pest control, and landscaping.
• Track maintenance requests and ensure timely follow-up and resolution.
• Monitor office and facility supply levels; maintain inventory logs and place orders as needed to support uninterrupted operations. Community Engagement & Program Support
• Assist with outreach to local businesses, referral sources, and partner agencies to foster and maintain strong community relationships.
• Support marketing efforts by maintaining updated brochures, assisting with email outreach, and preparing materials for public events.
• Represent the program positively in community communications and outreach initiatives.
• Assist with community integration outings when Behavioral Health Technicians (BHTs) are unavailable.
• Promote and maintain a professional, collaborative, and positive work environment. Additional Duties
• Perform other duties as assigned by the Program Director to support overall program operations and organizational goals.

Job Type:

Full-time Pay:

$26.00 per hour

Benefits:

Dental insurance Health insurance Paid time off Application Question(s): Do you understand that hiring is contingent upon a full background screening in accordance with California licensing regulations; DOJ/FBI clearance, pre-employment physical and TB clearance. DMV printout and Basic First Aid certification is required prior to employment. Are you an advanced user of Microsoft office products, Canva, Adobe and other office software, office equipment and computer skills?

Experience:

administrative capacity: 1 year (Preferred) services to individuals with psychiatric disabilities: 2 years (Preferred)

License/Certification:

Driver's License (Required) First Aid Certification (Required)

Work Location:

In person