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Program Support Specialist (180269)

The Journey Mental Health Center

  • Location: Madison, WI
  • Post Date: 1/8/2019
Employment Term: Regular
Employment Type: Full Time
Hours Per Week: 40
Work Hours (i.e. shift): Generally First Shift
Starting Salary Range: $14.68 - $16.88 per hour
Salary/Benefit Notes: Generous Paid Time Off!
Required Education: High School or Equivalent
Required Experience: Open
Required Security Clearance: None

We have an opening for a Program Support Specialist in our Clinical Assessment Unit! The Program Support Specialist II (PSSII) position provides administrative assistant and receptionist duties.  In the receptionist role, this person is the first contact that callers have with Clinical Assessment Program. The PSSII duties include, but are not limited to: scheduling consumer appointments, providing information and referral to callers, greeting consumers and visitors, accepting and recording payments (cash, credit/debit), entering court orders and other referral information, monthly billing to external agencies, organizing and maintaining records, preparing record request responses, complete quarterly reports, processing incoming mail, and assisting with the day-to-day clerical support functions necessary to the operation of the program. The PSSII also provides back-up coverage during co-worker's absences/vacation, and may assume other duties as assigned. The hours will be 9:30 a.m. to 6:00 p.m. Monday through Thursday, and 8:00 a.m. to 5:00 p.m. on Friday.

Journey Mental Health Center (JMHC) is an Equal Opportunity/Affirmative Action Employer. It is the agency's belief that staff diversity and cultural humility are the foundation for services, which are accessible, effective, and relevant to the diverse needs of our consumers. 
It is important that we choose employees that reflect our mission, vision and values, thus our selection process is thorough and sometimes longer than other employers.
Thank you in advance for providing us with complete and accurate application materials and for your patience when waiting to hear from us. 
Though you may have excellent experience, strong work ethic and passion for recovery, due to our funding contractual agreements, candidates we hire must meet the Essential Qualifications specified in the job postings in order to be offered an interview. Please review the qualifications carefully. We wouldn't want you to put effort into your application materials if you don't meet the essential qualifications.
You can read about the many benefits of working at JMHC on our careers page.

The PSSII is responsible to the Program Supervisor. 
  • High school diploma plus relevant office experience.
  • Experience working with computers, including word processing and databases.
  • Strong communication and organizational skills.
  • Work habits that demonstrate accuracy, thoroughness and attention to detail.
  • Ability to work efficiently while under stress.
  • Ability to handle multiple tasks.
  • Ability to be helpful and remain calm with difficult consumers.
  • Strong commitment to cultural diversity.
  • Strong commitment to respecting consumers and having concrete ideas about how to improve service delivery.
  • Ability to work with minimal supervision.
  • Demonstrated ability and skills to work effectively as a member of a team.
  • Bilingual:  English and Spanish - Strongly Preferred
  • Knowledge of community mental health and SUD resources.
  • Knowledge of consumer confidentiality rights and guidelines in a human services setting.
  • Experience working with diverse cultural groups in culturally diverse work settings.  
A.  Program reception, appointment scheduling, and paperwork
  1. Schedules CH20 and other appointments into computer database, which involves extensive phone and direct consumer contact
  2. Provides reception services for all consumers and visitors
  3. Promptly notifies assessors of consumer arrivals
  4. Collects payment from consumers and writes receipts including credit card processing and submission of transactions at the end of the day
  5. Provides appointment and general program information to consumers and other callers
  6. Troubleshoots and resolves appointment scheduling problems, consulting with co-workers and supervisor as necessary
  7. Adheres to confidentiality guidelines during all consumer and professional interactions
  8. Triage and forward staff calls; takes messages as needed
  9. Type, copy, mail and file assessor correspondence and follow-up letters of intent, DCS-756/757 forms, consumer updates, non-compliances and terminations
  10. Tabulate number of updates, compliances and non-compliance 757 reports
  11. Participates in scheduled program meetings, and other service planning meetings 
B.  Quality assurance and administration
  1. Maintain accurate data collection as instructed, or assigned
  2. Accurately enter information into all database(s)
  3. Troubleshoots and resolves appointment database problems, consulting with co-workers and supervisor as necessary
  4. Maintain outgoing tickler systems
  5. Produce timely reports as assigned
  6. Timely file preparation, maintenance and organization
  7. Within a teamwork model, assists in the development and implementation of clerical policies and procedures
C.  Program Support 
      Provides coverage for other Program Support Specialist during absences/vacation

The above statements are not to be interpreted as an exhaustive list, but are intended to describe the general nature and level of work being performed by this employee.
The Journey Mental Health Center