Administrative Assistant

The Jewish Board•Brooklyn, NY

21d

About The Position

The Administrative Assistant provides office and administrative support for a Personalized Recovery Oriented Program (PROS), a strengths-based, person-centered program that helps adults living with severe mental illness work toward their chosen life goals. The role supports the smooth operation of the program through clerical work, billing and data entry, participant and visitor assistance, and coordination with program and central-office staff. The position works under the direct supervision of the Office Manager or Director to resolve billing-related problems and collaborates with the PROS team to support participants.

Requirements

High school diploma and two years of experience working with adults living with mental illness, or a BA or BSW degree and some experience in a community or social service program in a secretarial or administrative-assistant capacity.
Experience working with clients with severe mental illness and substance use.
Experience working as part of an interdisciplinary team.
Knowledge of PC software, specifically office automation products, including Excel spreadsheets.
Strong attention to detail and ability to communicate effectively.
Ability to read paper and electronic documents and perform significant data entry into various computer programs.
Manual dexterity and hand-eye coordination to travel independently using public transportation.

Responsibilities

Enter program attendance and service billing into My Avatar in a timely manner, and run billing audit reports.
Enter and maintain participant demographic, diagnosis, and insurance information in Netsmart and CAIRS; enter admissions, discharges, and transfers into Netsmart.
Assist with data entry and report generation in CAIRS, Tableau, and Netsmart.
Notify EAU promptly about insurance changes and follow up on eligibility and insurance issues with EAU.
Communicate with the Netsmart Department and Accounts Receivable Department as needed.
Work with program and central-office staff to address insurance and billing problems; maintain organized billing and work files.
Answer and route calls, take accurate and detailed messages, and provide basic clerical coverage including photocopying, faxing, scanning, and shredding.
Meet and greet participants and site visitors and manage the activity area.
Assist with distribution of Medicaid transportation cards or money; enter data into the NYS PTAR database; and maintain participant attendance books and sign-in/sign-out sheets.
Coordinate the Child and Adult Care Food Program (CACFP), including meal sign-ins and counts, meal record books, billing, enrollment, documentation, and compliance requirements.
Ensure sufficient supplies of high-quality program forms; prepare intake packets for new admissions; and scan documents into the electronic medical record (EMR).
Keep copy machines stocked with paper and report malfunctions to the office manager, supervisor, or program director.
Organize and maintain hard-copy charts for active and discharged participants.
Assist the director and office manager with administrative projects as needed.
In collaboration with the PROS team, provide guidance and support to participants in the PROS activity room.
Print participant schedules as needed and help participants understand and follow their PROS schedules.
Collaborate with PROS staff and participate in staff meetings, training, and supervision.
Perform other duties as assigned.