Job Description
Position:Program Secretary (Union) Position code:26-25 Position Location:All Sites Current Work hours:40 HRS/WK Compensation Range:$17.86/HR-$22.62/HR If Annualized:$37,156.43-$47,057.53 Position Dates:ASAP Supervisor:Executive Administrative Assistant Date Position Posted:3/26/2026 Internal Deadline:4/1/2026 Requirements:Two or more years of related experience and/or training.Typing speed of 40 wpm is preferred.Testing Requirements:Customer Service Test, Typing Test and Critical Thinking 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, 02/26/2026 Revised Date:4/1/2022, 12/12/2023, 1/24/2024, 3/4/2024 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.Assists staff in obtaining information on clients through telephone contacts including intakes, referrals, and crisis referrals.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 substitutes.Responsible for knowing and understanding building opening and closing procedures.Assists with internal and external audits as needed.Attends clerical staffing meetings as assigned.Second Level of the Agency phone tree.Provides coverage for other secretaries/receptionists as requested.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.Floating Program Secretary is located at Ehardt Center is also responsible for providing backup clerical support to all the Program Secretaries, which includes the essential duties and responsibilities identified above, as well as, but is not limited to:Reminder calls/texts for Care Management and Peer Support.Scanning finance records as directed by the CFO.Serves to backup the Clinical Services and Care Management Services Program secretaries in their duties under their direction or the direction of the Executive Administrative Assistant.Covers for the ACT/Children's Services/Croswell Program Secretaries in their absence when necessary.Backup coverage for Protocall Reports distribution.Children's Services Program Secretary located at Admin is also responsible for providing clerical support to Children's Services, which includes, but is not limited to: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.Backup support for maintaining WSA for CCBHC and 1915(i) SPA Waiver.Responsible for opening and distributing all incoming and interoffice agency mail, acts as main operator for site postage machine.Responsible for maintenance of forms, rosters, schedules, tickler files, applicable departmental goal tracking as needed to ensure timeliness, comprehensiveness