Program Support Specialist

Who We Are

Pacific Clinics is California's largest community-based nonprofit provider of behavioral and mental health services and support. Our team of more than 2,000 employees speak 22 languages and are dedicated to offering hope and unlocking the full potential of individuals and families through culturally responsive, trauma-informed, research-based services for individuals and families from birth to older adults.

Who We Serve

Pacific Clinics serves children, transitional age youth, families, adults, and older adults. We offer a full range of mental and behavioral health services, foster care and social services, housing, continuing adult education and early childhood education programs to Medi-Cal eligible individuals and families throughout Alameda, Contra Costa, Fresno, Kings, Los Angeles, Madera, Orange, Placer, Riverside, Sacramento, San Bernardino, San Francisco, Santa Clara, Solano, Stanislaus, Stockton, Tulare and Ventura Counties.

What We Offer

• Pay Range: $18.94 - $20.91 per hour. Compensation may vary based on skills, experience, education, and location.

• We Offer Medical, Dental & Vision benefits, retirement options, Flex Spending, EAP, and more!

• Employee engagement and advocacy opportunities to advance our justice, equity, diversity, and inclusion agenda across our Agency and throughout the communities we serve.

Position Summary

Primary responsibility is to provide clerical support to program management and program staff. This position is designed to provide support among various divisions and sites, completing Support Services functions while working closely with Supervisors, Managers and the Regional Support Services Director. Assists Office Supervisor/Manager in identifying problematic situations and recommending solutions.

Essential Duties and Responsibilities

• This position provides back-up coverage for Support Services and as needed throughout various locations/divisions. This position may rotate assignments daily and/or provide extended coverage, as assigned by the Regional Support Services Director.

• Assist with workflows in the absence of Office Supervisor/Manager, assisting and referring assignments to appropriate staff and following-up as necessary.

• Follows standardized processes and workflows to provide support services consistent with program needs and agency requirements.

• Assists with front office operations and reception desk activities as needed.

• Maintains general office efficiency and productivity by utilizing appropriate resources and processes in support of program staff and clients.

• Answers/triages program site phone calls and takes messages for program management staff, as needed.

• Initiates and assists in the completion of intake paperwork for new clients, including assisting new intakes with their required financial paperwork.

• Maintains proper filing and computer entry of all program site records or other case information/general information.

• Maintains a sufficient supply of forms and office supplies for site program.

• Initiates standardized procedures including but not limited to: processing new intakes, follow-up with existing clients, fulfill UMDAP responsibilities, obtain required documents based on eligibility, monitor forms/reports until completion, typing general program correspondence, photocopying, distribution of memos, forms, and other general communication items to staff, clients and interns as directed.

• Completes and processes internal and external reports as assigned.

• Collects and processes client's insurance information based on program's requirements.

• Processes and distributes incoming/outgoing mail.

• Collaborates with clerical staff, program staff and departments, to provide continuity in support services to enhance program service delivery.

• Attends and participates in team meetings and staff trainings, as requested.

• Schedules and coordinates meetings, prepares, maintains and distributes agendas, minutes and support materials as needed.

• Provides assistance in organizing training materials and monthly and quarterly reports as assigned.

• Works with the program team to provide support services to clients and their families.

• Interacts with program/site managers, staff and clients provides timely communication of messages, outstanding issues and maintains effective working relationships.

• Interacts well with programs/departments and external sources such as school or community personnel, as applicable.

• Attends and participates in staff meetings to provide input towards program development and staff training.

• Interacts with other internal programs, clinical/support staff and external sources such as school or community personnel as applicable.

• Displays sensitivity to the cultural and linguistic needs of the clients and families served.

• Reports to work on time and maintains reliable and regular attendance.

• Models Pacific Clinics' approach, mission and core values in all communication and correspondence.

• Communicates effectively in a culturally competent and diverse consumer population and promotes favorable interaction with managers, co-workers and others.

• Performs other duties as assigned.

Experience / Requirements

• High school diploma with some college preferred.

• Minimum Two (2) to Three (3) years administrative support experience.

• Must be able to travel and/or relocate to different programs based on program, division and/or Agency needs.

• Must be a self-starter, able to work with minimal supervision.

• Ability to compose and set up correspondence using correct form and grammar.

• Knowledge of word processing, Windows, and basic knowledge of general computer equipment (keyboard, monitor and printer features).

• A basic understanding of business or public administration principles.

• Effective verbal and written communication skills, Bilingual abilities consistent with program/client needs strongly preferred.

• Must maintain and valid California Driver's License and insurability on the Agency's auto-liability insurance policy.

• Ability to adapt and be flexible in a rapidly changing environment.

• Ability to adapt to different paperwork requirements and client populations as required by the assigned program.

• Excellent written and verbal communication skills.

• Demonstrated experience and ability to relate to a culturally diverse clientele and staff.

• Must be able to travel and/or relocate to different programs based on program, division and/or Agency needs.

Physical Requirements

While performing the duties of this job the employee is frequently required to stand or sit. The employee is required to use hands to produce records and/or documentation in manual or electronic format. The employee must regularly lift and/or move up to 5 pounds and occasion