PROGRAM ASSISTANT

Program Assistant

(Job Description)

Department: Fairbanks Alcohol Safety Action Program (FASAP)/BHS

Category: Regular Full-Time/TOC

Reports to: Program Director

Hours of Work: 40 hours/Varies

JFC: S404

Level: G-08

FLSA Status: Non-exempt

Date Approved: 12/27/2023

Summary

This position assists staff with administrative duties and oversees general office flow, performing both clerical as well as non-clerical duties.

Job Duties

• Answers telephone calls in a professional and positive manner. Directs calls to appropriately, taking messages as needed. Answers questions regarding general information about the program.
• Greets visitors in a professional and positive manner, determines the purpose of the visit, and directs them to the appropriate staff member.
• Inputs data, prepares reports, and maintains tracking system using various information.
• Prepares quarterly reports for the Adult database and communicates by email to the appropriate people.
• Completes daily tickler reports for the Adult database which includes faxing notifications, status reports, and completion letters to treatment agencies and outlying courts.
• Conducts client screenings and requests APSINs for new clients from Anchorage ASAP for background checks.
• Prepares completion paperwork for the Courts, District Attorney’s Office, and DMV.
• Collects, records, and deposits client pay every week and reconciles with FNA’s Billing Coordinator.
• Performs light housekeeping duties and maintains the office.
• Provides case management/file documentation in accordance with established standards, and submits reports (i.e., required for MIS reporting, client billing, etc.) and other data in an accurate and timely manner.
• Provides general clerical support to the program, which includes sorting, filing, maintaining source documents, typing correspondence/reports, and expediting departmental needs.
• Composes letters, memos, and other correspondence for program staff, as needed.
• Orders and stocks office and program supplies.
• Maintains client files or current documents, forms, and other material pertinent to program administration.
• Assists supervisor in tracking and monitoring program soft ledger.
• Assists supervisor with proposal and program development as well as grand budget management. Compiles and types statistical reports as requested.
• Perform other job-related duties as assigned.
  
  

Necessary Knowledge, Skills, And Ability

• Ability to report to work on time.
• Knowledge of customer service concepts and practices.
• Understanding and sensitivity to diverse cultures and lifestyles, as well as cross-cultural communication styles.
• Skill in operating personal computers utilizing a variety of computer software.
• Skill in managing multiple priorities and tasks concurrently and meeting deadlines.
• Skill in oral and written communication, with the ability to accurately follow written and verbal instructions.
• Skill in establishing and maintaining cooperative working relationships with colleagues, supervisors, and consumers.
• Ability to work independently as well as with teams.
  
  

MINIMUM QUALIFICATIONS (Education & Experience)

• High school diploma/GED
• Minimum of three (3) years of work experience performing diverse administrative duties.
• Experience in Microsoft Word and Excel programs.
• A combination of experience, education, and training that provides the required knowledge, skills, and abilities may substitute for degree requirements.
  
  

PREFERRED QUALIFICATIONS (Education & Experience)

• Associate’s degree in Office Management and Technology or related field.
• Knowledge of court and legal procedures that deal with alcohol and drug convictions.
  
  

WORKING ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

The work is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 25 lbs. Most of the work is performed in an office setting with a wide variety of people with differing personalities, abilities, and job functions. The office is a non-smoking facility with outside smoking areas. Requires local travel between various program components of FNA which may involve exposure to extreme weather conditions. Works in an environment where protection of consumer confidentiality is essential. Personal Protective Equipment will be provided where/when needed.

SPECIFICATIONS

Supervision Received

The position receives direct supervision from the FASAP Program Director; however, the incumbent is expected to effectively perform day-to-day activity as denoted within the job description. Work will be monitored through weekly meetings, monthly reports, and regular communication with the Director. General guidelines for operations are based on program requirements and the general policies and procedures of FNA.

Supervision Exercised

No supervision requirements for this position.

Position Impact

Impact at the program level is high. Program’s level of compliance with program standards is directly affected by the effective performance of duties, especially as they relate to providing FASAP services to divisions and programs.

Contacts

Contacts include, and are not limited to, organizational staff, consumers, and outside resource agencies, Department of Motor Vehicles, District Attorney’s office and District Courts.

ACKNOWLEDGMENT STATEMENT

This Job Description describes the essential functions and qualifications. It is not an exhaustive statement of all the duties, responsibilities, or qualifications of the job; and management has the exclusive right to alter this job description at any time without notice. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, job-related duties. This document is not intended to exclude modifications consistent with providing reasonable accommodation for a disability.

This position will (or may) require you to frequently (or incidentally) drive your personal vehicle for FNA business. To drive your personal vehicle for FNA business an individual must provide a copy of their current Alaska Driver’s License and a copy of their proof of personal liability insurance. No employee may transport a FNA consumer in a personal vehicle.

Continued employment status will be contingent upon satisfactory completion of a criminal background investigation and the pre-employment drug testing process. Where required, continued employment status (post job offer) will be contingent upon employee providing certification of annual tuberculosis (TB) screening and medical certification that employee does not, because of infectious or communicable disease, pose a direct threat or significant risk to the health and safety of program participants or others in the workplace.

Notice: All employment at the Fairbanks Native Association (FNA) is “at will.” This means the employee or FNA may terminate employment at any time and for any reason. Unless specified in writing, no duration of employment is expressed or implied for this position. Your signature indicates that you have read this Job Description and understand the essential functions of and qualifications for the job.