Program Secretary (Union) 26-61

Position: Program Secretary (Union)

Position code: 26-61

Position Location: All Sites

Current Work hours: 40 HRS/WK

Compensation Range: $18.40/HR-$23.30/HR; Annual: $38,271.12-$48,469.25

Position Dates: ASAP

Supervisor: Executive Administrative Assistant

Date Position Posted: 9/30/2026

Internal Deadline: 10/7/2026

Requirements: High school diploma or general education degree (GED); and two or more years of related experience and/or training; or equivalent combination of education and experience. Candidate must have excellent computer skills including a working knowledge of Word, critical thinking, general grammar, and dictation. A typing speed of 40 wpm is preferred. The ability to exercise discretion, customer service and independent judgment is required.

All internal and external job applicants are required to use UltiPro to apply for this position.  Please see the Sanilac County CMH website at www.sanilaccmh.org and click on “Employment”.

JOB DESCRIPTION

Job Title:                   Program Secretary

Department:            Administration

Supervisor:              Executive Administrative Assistant

Classification:          5 (Five)

Shift:                          M-F, 40 hours per week

Prepared Date:        06/10/10

Reviewed By:           Executive Administrative Assistant

Reviewed Date:       06/28/2010; 01/27/2011; 2/14/2011; 3/8/2011; 9/26/2011; 11/17/2011; 01/03/2012; 03/27/2012; 10/02/2012, 02/10/2013, 03/27/2014; 11/05/2015, 05/08/20017, 05/17/2017; 01/08/2019; 11/12/2019; 02/04/2020; 10/22/2020; 03/02/2021; 04/01/2022, 1/24/2024, 3/4/2024; 06/12/2024; 09/29/2026

Revised Date:        4/1/2022, 12/12/2023, 1/24/2024, 3/4/2024, 9/29/2026

Reviewed By HR:    12/01/2014, 12/01/2015, 02/17/2016, 12/01/2016, 12/01/2017,

12/01/2018, 12/5/2019, 10/15/2020, 3/8/2022, 10/24/2022, 1/24/2024, 3/4/2024, 8/6/2024, 6/12/2025

SUMMARY: Under the direction of the Executive Administrative Assistant, these positions are responsible for providing support and assistance to assigned programs as outlined.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Receptionist duties at office location including greets and directs individuals receiving services and visitors.
• Maintain a tidy and welcoming lobby.
• Responsible for scheduling appointments for Agency staff at that location, including rescheduling appointments when cancellations occur; responsible for notifying staff/program of cancellations.
• Responsible for completing Intake Screenings as necessary.
• Assists staff in obtaining information on clients through telephone contacts including intakes, referrals, and crisis referrals.
• Administratively open cases as necessary in the EMR/OASIS.
• Maintain database to track SED Waiver, Family Subsidy, and Children’s Waiver eligibility and assist staff with the application process.
• Assists those leaving the department by answering questions as needed, collecting ability to pay payments/copays; scheduling follow-up appointments as needed; verifying demographic and eligibility information in applicable computer system, etc.
• Responsible to input and update individual information in OASIS according to Agency standards.
• Required to attend assigned meetings; prepare agenda, take minutes, compile and distribute meeting minutes.
• Compose and send correspondence as necessary to complete job duties.
• Provide clerical support for supervisors and clinical staff as needed.
• Completes Fee Assessments for respective programs.
• Assists with Annual Customer Satisfaction Survey.
• Responsible for assisting in training clerical staff as assigned. Responsible for knowing and understanding building opening and closing procedures.
• Assists with internal and external audits as needed.
• Responsible for posting current Agency policies/procedures/forms on the Agency web page and distributes notice to staff when new or updated policies/procedures/forms have been approved.
• Backup to the Clinical Records staff for maintenance of the EHR and completing records releases in her absence.
• Responsible for maintenance of forms, rosters, schedules, tickler files, applicable departmental goal tracking as needed to ensure timeliness, comprehensiveness and accuracy of individual charts, consents, reviews, reports, etc.
• COFR Responsibilities: Adding authorizations for any COFR Individuals
• Acts as primary support for the 1915(i)SPA Waiver.
• Responsible for providing clerical support to the Privileging and Credentialing process.
• Maintains and distributes Agency Phone List.
• Attends clerical staffing meetings as assigned.
• Second Level of the Agency phone tree.
• Backup coverage for Protocall Reports distribution.
• Provides coverage for other secretaries/receptionists as directed.
• Prepare business cards as requested.
• Responsible for mailbags and interoffice mail for respective department.
• Completes central purchasing duties for site/program.
• Responsible to monitor the printer and FAX machine.
• Reminder calls/texts and follow up as assigned.
• Conference room scheduling.
• Support Community Relations as needed.
• Assists with Finance scanning project when time allows.
• Perform other duties as assigned.

Clinical Services Program Secretary located at Ehardt Center is also responsible for providing clerical support to Clinical Services, which includes, but is not limited to:

• Responsible for maintaining the In and Out Board for the Program.
• Schedules car washes/safety checks for Agency vehicles.
• Maintains schedule for use of Agency vehicles.
• Verify demographic and eligibility information for individuals receiving services from Clinical Services.
• Maintains schedule for use of site conference rooms.
• Maintains and distributes Groups schedule.
• Protocall Reports distribution.
• Maintains and monitors the Surfaces, Mi-Fi’s and Garmin located at that site.
• Maintains the Public Guardian folder.
• Clerical Support for the Consumer Advisory Board meetings.
• Backup for HAB Waiver and Model Payments.
• Backup for Clinical Divisional and Behavior Treatment Committee meetings.
• Responsible for scheduling interpreter services, setting up the VRI cart and approving coordinating service billings.
• Responsible for managing, balancing and submitting to the Finance Department the petty cash funds for Clinic Services as assigned.
• Serves as Rights Advisor for the Ehardt Center.

Care Management Program Secretary for Care Managers located at Ehardt Center is also responsible for providing clerical support to Care Management Services, which includes, but is not limited to:

• Responsible to initiate, track and assist in the coordination of HAB Waiver, 1915(i) SPA Waiver and Model Payments paperwork, and completion of HSW reports.  Enter all relevant information into WSA Database.
• Verify demographic and eligibility information for individuals receiving care management services.
• Fee Assessments for all individuals receiving care management services.
• Type letters and correspondence for Care Manager Supervisor and staff as requested.
• Clerical support for Care Management and Clinical Divisional meetings.
• Responsible for Behavior Treatment Committee (BTC) Agenda prep, minutes, and enter service activity.
• Reminder calls/texts and follow up for Care Management Services Program as well as communicating to staff any issues with releases, etc.
• Backup coverage for scheduling use of Agency vehicles.

Croswell Program Secretary for Croswell Office is also responsible for providing clerical support to the Croswell Office, which includes, but is not limited to:

• Rights Advisor for the Croswell office.
• Responsible for managing, balancing and submitting to the Finance Department petty cash funds for the Croswell office as assigned.
• Responsible for scheduling appointments for Agency staff at that location, including rescheduling appointments when cancellations occur; responsible for notifying staff/program of cancellations.
• Reminder calls/texts and follow up for therapy at Croswell office and Doctor appointments (21528 and 20042) as well as communicating to staff any issues with releases, etc.
• Supports other Program Secretaries as needed.
• Responsible for scheduling the use of the Admin Office as requested by outside agencies.
• Responsible for monitoring use of the Agency vehicle placed at the Croswell Office.
• Oversees the connection of the tele-therapists to their appointments and troubleshoots any issues.
• Gathers information for intake appointments.

COMPETENCIES FOR ADMINISTRATIVE STAFF

Sanilac CMH staff are dedicated to providing services to the community to improve lives. When they see a task that needs to be completed, they step in to assist or are first in line to help the Agency in promoting recovery, discovery, and independence. Each staff member works within their strengths and collaborates with their coworkers so that collectively we are a stronger whole. Staff provide positive feedback and suggestions to improve the quality of care in the Agency. They hold their co-workers, the individuals they serve and the community in high esteem.

To perform the job successfully, an individual should demonstrate the following competencies:

Initiative/Organization/Reasoning:

• Takes initiative and steps in to take on difficult challenges.
• Willing to identify problems and work to resolve them in the early stages.
• Plans and organizes work activities and uses time efficiently.
• Properly organizes and carries out job tasks in a timely manner.
• Is a self-starter in attaining job objectives.
• Know and understands job expectations and is willing to expand job knowledge and skills to be more effective to the Agency and the individuals served.
• Is enthusiastic about the Agency’s Mission and is a positive influence for co-workers and individuals served.
• Demonstrates an understanding of and adherence to Agency policies and procedures and is willing to provide suggestions to make policies and procedures more efficient.
• Is willing to think outside of the box while able to make sound decisions and taking actions based on sound reasoning and weighing possible outcomes.

Ethics/Teamwork:

• Consistently treats all people with dignity and respect.
• Demonstrates expected ethics and principles.
• Accepts responsibility for actions and follows through on commitments.
• Demonstrates ability and willingness to work cooperatively and effectively as part of a team.
• Willingly acknowledges team members and co-workers’ value to your work.

Emotional Intelligence:

• Verbal and written communication is constructive, effective, respectful, and clear.
• Demonstrates the ability to adapt to changes in work situations.
• Willing to take the time to learn about co-workers’ personalities so that working together is more effective.
• Willingness to ask questions, listen to others’ ideas, and understand how the impact of your work impacts your co-workers/team.
• Establishes and maintains effective relationships.
• Willing/Able to be cost conscious
• Staff are expected to learn and understand job functions and carry out tasks in a proficient manner.

QUALIFICATIONS & REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); and two or more years of related experience and/or training; or equivalent combination of education and experience. Candidate must have excellent computer skills including a working knowledge of Word, critical thinking, general grammar, and dictation. A typing speed of 40 wpm is preferred. The ability to exercise discretion, customer service and independent judgment is required.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operation and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, percentages, and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Driver's License

OTHER SKILLS AND ABILITIES

Ability to use basic office machines. Ability to exercise discretion and independent judgment. A commitment to safeguard recipient's rights. Ability to organize time and prioritize tasks.

PHYSICAL DEMANDS

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The employee frequently is required to walk. The employee is occasionally required to stand; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Sanilac County CMH embraces an employment environment that promotes recovery and discovery, a person-centered approach to treatment/services, and cultural competence. An employee in this or any position is expected to support the employment environment. This includes having lived experience with behavioral health issues.

Welcome to Sanilac County Community Mental Health

AFSCME Employees

In your orientation, you will find several benefits.  You may want to take a moment to review the benefits listed below and costs associated with each of them. You must work over 30 hours per week to be eligible for medical and café benefits. Paid time off accruals are based on hours worked.

*Note if you do not need medical insurance, $233.00 per month (less Social Security & Medicare Taxes) will be deposited into an annuity account.  You will need to set up the annuity account through Nationwide Retirement.

For time off, it is calculated upon the number of hours worked – to reach the maximum benefit, you must work 40 hours per week.