Bilingual Day Program Office Administrator/Receptionist

The Day Program Office Administrator/Receptionist is responsible for providing and managing the administrative operations of a day program by managing front desk operations, greeting visitors, answering phone calls, and assisting with general office tasks. The Administrator/Receptionist serves as the first point of contact for members, families, staff, and visitors, ensuring that all inquiries are handled professionally and efficiently. The role involves a variety of administrative duties, including scheduling, filing, and maintaining program records, as well as supporting the overall smooth operation of the day program. The Admin./Receptionist will work closely with the Day Program Manager, staff, members, and families, ensuring that the office runs efficiently and that all administrative tasks are completed in a timely and organized manner.

This position also plays a key role in maintaining compliance with state and federal regulations by ensuring accurate record-keeping and supporting the program's administrative needs.

Key Responsibilities:

1. Office Administration:
   • Oversee the day-to-day administrative functions of the office, including answering phones, managing emails, and coordinating communication between staff, members, and families.
   • Maintain organized files for members, staff, and program records, ensuring compliance with state and federal regulations.
   • Answer phone calls and direct inquiries to the appropriate staff or department.
   • Maintain a clean, organized, and professional reception area.
   • Monitor sign-in and sign-out procedures for visitors, participants, and staff, ensuring compliance with security protocols.
   • Manage office supplies and equipment, ensuring that the office is adequately stocked and functional.
   • Provide administrative support, including filing, photocopying, and data entry.
   • Coordinate the scheduling of meetings, appointments, and events for the Day Program Manager and staff.
   • Process incoming and outgoing mail, including distributing materials to staff and members.
2. Record Keeping and Data Entry:
   • Maintain accurate and up-to-date member records, including attendance, service plans, progress notes, and incident reports.
   • Enter data into the organization’s systems to ensure records are up to date and accessible to staff.
   • Ensure that all documentation complies with Division of Developmental Disabilities (DDD) and Medicaid requirements, as well as any other regulatory standards.
   • Manage the tracking and submission of required reports, such as monthly attendance, progress summaries, and compliance audits.
   • Oversee the secure storage of confidential member information and ensure that records are maintained in line with privacy regulations (e.g., HIPAA).
3. Communication and Customer Service:
   • Serve as the primary point of contact for families, staff, and external service providers, answering inquiries and providing information about the day program.
   • Facilitate communication between staff, members, families, and other stakeholders to ensure that information is shared effectively and in a timely manner.
   • Assist members and families with administrative needs, such as completing forms, scheduling appointments, and providing updates on program activities.
   • Coordinate transportation logistics for members, ensuring that schedules are communicated to transportation providers and members.
4. Compliance and Documentation:
   • Ensure that all program documentation is completed and submitted in compliance with DDD, Medicaid, and other regulatory standards.
   • Assist in preparing for audits, inspections, or reviews by maintaining up-to-date and accurate records.
   • Assist to help manage employee documentation, including timesheets, attendance records, and training certifications.
   • Assist in maintaining compliance with safety protocols such as fire drills and ensure that all incident reports and safety documents are filed properly.
5. Administrative Support for Program Operations:
   • Provide administrative support to the Day Program Manager, including preparing reports, creating schedules, and drafting communications.
   • Help organize staff training sessions, meetings, program activities, outings, and special events, including preparing materials and coordinating logistics.
   • Assist members with sign-in/out procedures and answer any questions they may have during the day.
6. Technology and Office Equipment Management:
   • Oversee the use and maintenance of office equipment, such as computers, printers, and phones, ensuring that technology is functioning properly.
   • Troubleshoot basic IT issues and coordinate with IT support when needed to resolve technical problems.
   • Ensure that the office maintains secure access to the internet, software, and other tools necessary for program operations.
7. Office Supplies and Inventory:
   • Monitor and maintain office supplies, ensuring that the front desk and office areas are adequately stocked.
   • Coordinate with the program manager to order supplies as needed.
8. Crisis Support and Problem Solving:
   • Assist in managing crises or emergencies by providing administrative support, such as documenting incidents, coordinating communication with emergency services, and supporting staff as needed.
   • Act as a liaison between staff and external agencies during emergency situations, ensuring that all necessary communication and documentation are handled efficiently.
9. Safety and Security:
   • Follow all safety protocols, ensuring that the front desk and reception area are secure and that visitors are signed in and identified appropriately.
   • Assist with emergency procedures, including directing visitors and participants during fire drills or other safety events.
   • Report any safety concerns or incidents to the appropriate staff member or supervisor.

Qualifications:

Education:

• High school diploma or equivalent (required).
• Associate’s degree in office administration, Business Administration, or a related field (preferred).
• Equivalent work experience in office management or administration may be considered.

Experience:

• Minimum of 2-3 years of experience in office management, administration, or a related field.
• Experience working in a healthcare or human services environment, particularly in programs serving individuals with developmental disabilities, is preferred.

Skills and Knowledge:

• Bilingual (English/Spanish) Verbally, read and write.
• Proficiency in office management software (e.g., Microsoft Office Suite, Google Workspace) and the ability to learn new systems.
• Strong organizational and time management skills, with the ability to manage multiple tasks and priorities effectively.
• Knowledge of Medicaid and DDD regulations, or a willingness to learn these standards.
• Strong written and verbal communication skills, with the ability to communicate effectively with staff, members, families, and external stakeholders.
• Problem-solving skills and the ability to remain calm in crisis situations.

Required Certifications (MUST HAVE):

• CPR/First Aid Certification
• Presentation and Support
• Article 9
• HIPAA Training or knowledge of healthcare privacy standards (preferred).

Physical Requirements:

• Ability to sit at a desk for extended periods and use office equipment, such as computers, phones, and printers.
• Must be able to lift light office supplies and manage office equipment (up to 25 pounds).
• Occasionally may be required to assist with program activities, requiring some walking or standing.

Additional Requirements (Must Have):

• Background check clearance as required by state and federal regulations.
• Strong attendance and punctuality, as this role is vital to maintaining smooth front desk operations.
• Valid driver’s license and reliable transportation for any necessary travel between program sites or external locations.
• Valid fingerprint card
• Social Security card
• Flexibility to work occasional evenings or weekends to support special events or program activities.

Salary Range:

• $16 - $17 per hr. (depending on experience, location, and organizational budget).
• Benefits may include health insurance, retirement plans, paid time off, and opportunities for professional development.

Working Conditions:

• The Day Program Administrator/Receptionist primarily works in an office setting within the day program facility
• The role typically requires a standard workweek, with occasional overtime work or schedule adjustments for special events, peak times or program activities.