Program assistant

We're hiring at conexio

Act team program assistant

About the Role

The Program Assistant supports the ACT (Assertive Community Treatment) Team by coordinating daily operations, maintaining accurate records, and serving as a central point of communication between staff, clients, and external partners. This role ensures smooth office and field operations while promoting continuity of care, confidentiality, and compliance with program and billing requirements. The Program Assistant collaborates closely with the Team Leader and multidisciplinary staff to support client services, scheduling, documentation, and administrative functions.

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Responsibilities

• Support daily ACT team operations in both office and field settings
• Serve as a liaison between clients, staff, and external providers; handle walk‑ins and phone calls
• Participate actively in Daily Team Meetings, including:
• Tracking client contacts, missed visits, and linkages
• Maintaining and updating daily schedules and logs
• Ensuring required documentation tools (CARDEX, MAR, logs, binders) are available
• Maintain client records, program files, and office documentation in compliance with confidentiality standards
• Assist multidisciplinary staff (psychiatrists, nurses, clinicians, case managers, housing, vocational, and peer specialists)
• Schedule and coordinate client appointments (medical, housing, benefits)
• Upload and maintain documentation in CareLogic, including intake and certification records
• Track client census, contacts, and billing data; run required CareLogic billing reports
• Verify Medicaid eligibility and maintain client financial documentation
• Manage petty cash, allowance checks, receipts, and Finance Department submissions
• Handle office administration tasks (scanning, filing, faxing, copying, supply inventory)
• Coordinate vehicle safety inspections, logs, and maintenance records
• Maintain group text communication and relay relevant information to the team
• Support compliance activities such as audits and quarterly fire drills
• Perform other duties as assigned by leadership