Administrative Assistant

Horizon Career • Orchard Park, NY

14d • Onsite

About The Position

The Administrative Assistant welcomes clinic visitors and supports an exceptional patient experience at Horizon’s outpatient clinic. The role works in a demanding, fast-paced environment that frequently adapts to industry standards, serving patients seeking mental health and substance use treatment, including young children, adolescents, and adults. The position uses an Electronic Health Record (EHR), web-based systems, and other technology platforms.

The Administrative Assistant supports the daily needs of clinical and medical staff by managing appointments, assisting with medication refill requests from patients and pharmacies, preparing charts and record requests, and handling other administrative duties as needed. The role may also involve insurance and billing disputes, coordinating transportation, communicating with referral sources such as courts, schools, and hospitals, and resolving other issues that arise. Creative problem solving supports the overall operation of the clinic.

This is a full-time position at 200 Sterling Dr, Orchard Park, NY. The employee will coordinate a personalized schedule with their supervisor to meet clinic and patient needs. Outpatient clinics have expanded hours Monday through Thursday, and the employee must be available at least two evenings per week. Many locations close early on Fridays. The stated pay range is $18.26–$19.78; starting pay may depend on experience and education, and compensation is evaluated annually. Physical demands include extended periods of sitting, alternating between sitting and standing, repetitive wrist, hand, and finger movements, mobility, and occasionally lifting objects up to 20 pounds.

Requirements

• High school diploma and two years of experience in customer service or the behavioral health field; or an associate’s degree in a related field and six months of experience in customer service or the behavioral health field.
• Availability at least two evenings per week.

Responsibilities

• Welcome clinic visitors and support an exceptional patient experience.
• Manage scheduled appointments.
• Assist with medication refill requests from patients and pharmacies.
• Prepare charts and record requests.
• Support the day-to-day administrative needs of clinical and medical staff, including managing, triaging, and supporting administrative responsibilities.
• Use supplemental technologies to support patient and clinical care.
• Address insurance and billing disputes.
• Coordinate appointments and transportation needs.
• Communicate with referral sources, including courts, schools, and hospitals.
• Resolve other concerns that arise and use creative problem solving to support clinic operations.

Benefits

• 401(k) and profit-sharing programs.
• Monthly student loan assistance; after one year, team members will have received an extra $600 toward student loans.
• Paid time off and paid holidays.
• 10% tuition discount through Capella University for employees and their families, including spouses and children up to age 30.
• Training and professional growth opportunities.
• Team-based, supportive work environment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED