Administrative Assistant, Children's Way Counseling Center

Children's Home of Poughkeepsie • City of Kingston, NY

3d • $21 - $23 • Onsite

About The Position

The Administrative Assistant provides essential support for the smooth and efficient operation of the Children’s Way Counseling Center in Ulster County. The position is part of a multidisciplinary team and works under the direct supervision of the Clinic Supervisor, providing administrative support to clinicians and the supervisor. Duties include managing daily administrative tasks, coordinating appointments and staff calendars, facilitating communication between staff and clients, and maintaining accurate records, including health insurance information.

The position is based at the Children’s Way Counseling Center in Kingston, New York. The schedule is Monday through Thursday, 11 a.m. to 8 p.m., and Friday, 9 a.m. to 6 p.m.; Saturday and Sunday are off. The employer offers medical, vision, dental, and life insurance, a 403(b), tuition reimbursement, paid time off, and a supportive work environment. Annual paid time off includes four weeks of vacation, three personal days, 12 holidays, and nine sick days.

Requirements

• High school diploma or equivalent.
• Excellent phone skills.
• Comfort working with the public in person and by phone.
• Demonstrated clerical skills.
• Demonstrated strong computer and word-processing skills.
• Valid New York State driver license in good condition as determined by the Agency.
• Must complete and pass a pre-employment physical, PPD, and drug screen, as well as an annual physical and PPD.

Nice To Haves

• Experience with Medicaid, managed care, and other types of client billing.
• Associate’s degree or higher education.

Responsibilities

• Complete training responsibilities in accordance with Children’s Home of Poughkeepsie, New York State Justice Center, and OMH regulations.
• Become familiar with and follow agency policies and procedures outlined in the applicable Policy & Procedure Manual and Employee Handbook.
• Greet clients, families, and visitors in a friendly and professional manner.
• Answer phone calls, respond to inquiries, and direct callers to appropriate staff as needed.
• Schedule and confirm appointments, ensuring accurate and timely coordination.
• Manage and maintain client records, including insurance information, intake forms, consent documents, and treatment plans, while protecting confidentiality and complying with privacy regulations.
• Prepare insurance claim and referral documentation so the Fiscal department can process claims effectively.
• Coordinate office supplies and equipment, maintain stock, and order items as needed.
• Perform routine clerical tasks, including filing, faxing, and photocopying.
• Support the Clinic Supervisor with administrative tasks, including data entry and report generation.
• Follow clinic policies and procedures, including HIPAA regulations and confidentiality agreements.

Benefits

• Medical insurance
• Vision insurance
• Dental insurance
• Life insurance
• 403(b)
• Tuition reimbursement
• Paid time off, including four weeks of vacation, three personal days, 12 holidays, and nine sick days annually
• A great work environment

What This Job Offers

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