Administrative Assistant

The Jewish Board•New York, NY

22d•$21•Onsite

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, data entry, billing and insurance follow-up, participant-facing assistance, and coordination with program and central-office staff. Under direct supervision of the Office Manager or Director, the Administrative Assistant helps resolve billing-related problems and collaborates with the PROS team to provide guidance and support to participants.

Requirements

High school diploma and two years of experience working with adults living with mental illness; alternatively, 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, particularly 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 promptly 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 reporting in CAIRS, Tableau, and Netsmart.
Communicate with the Netsmart Department and Accounts Receivable Department as needed.
Notify EAU promptly of insurance changes and follow up with EAU on eligibility and insurance issues.
Assist with insurance- and billing-related problems, working with program and central-office staff.
Maintain organized billing and work files.
Answer calls, take accurate messages, and route calls.
Provide clerical coverage, including photocopying, faxing, scanning, and shredding.
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.
Maintain participant attendance books and sign-in and 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 high-quality copies of program forms are available.
Prepare intake packets for new participant admissions.
Scan documents into the 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.
Collaborate with the PROS team to provide guidance and support to participants in the activity room.
Print participant schedules as needed and help participants understand and follow them.
Function as part of the PROS team and collaborate with PROS staff.
Participate in staff meetings, trainings, and supervision.
Perform other duties as assigned.