Lead Admin Assistant

FLACRA•City of Geneva, NY

12d•$19 - $22

About The Position

The Lead Outpatient Administrative Assistant supports the Manager of the Outpatient Clinic and helps coordinate the clinic’s daily administrative workflow. The role includes client reception and check-in, scheduling, records maintenance, reporting, insurance-navigation assistance, administrative support for clinic meetings, and coordination and training of administrative staff. The position also supports the Clinic Director with administrative and secretarial tasks and helps maintain productive relationships with clients, staff, and provider agencies. The duties listed are illustrative and may not include every task or responsibility.

Requirements

Associate degree.
Two years of clerical, administrative, or office management experience.
Ability to type at least 55 words per minute.
Experience with Microsoft Word and Excel.
Valid New York State driver’s license.
Ability to communicate effectively and work cooperatively with culturally diverse people, staff, and vendors.
Excellent computer skills, including Microsoft Word, Excel, and payroll software.
Excellent written and verbal communication skills.
Ability to multitask, solve problems, manage time, and remain calm in a crisis.

Responsibilities

Assist administrative assistants with daily outpatient clinic workflow, including answering phones, scheduling, maintaining staff calendars, checking in clients, and supporting the Clinic Manager and clinic staff.
Welcome clients and complete appointment check-in, including reviewing and updating demographics, verifying emergency contacts and insurance, checking billing information, and collecting co-payments.
Maintain accurate client demographic, insurance, billing, and balance information in 10e11.
Complete the Agenda and Proactive Spreadsheet weekly for MDT meeting preparation, add new clients to the Proactive Spreadsheet, and reconcile it weekly.
Prepare requested reports and audits, including productivity, engagement-to-care logs, closed-chart audits, monthly service delivery reports, and other assigned reports or audits.
Run the Progress Note Reconciliation Report daily.
Complete New York State Department of Health training to become a health insurance navigator and assist clients with health insurance enrollment.
Complete prior authorizations requested by insurance companies for services.
Reconcile group attendance and individual appointments with clinicians and clients daily.
Delegate responsibilities to administrative assistants and support staff to ensure reports are completed by deadlines; assist with and delegate daily administrative support work.
Maintain the OASAS database by entering all PAS forms for the assigned clinic.
File and organize paperwork, reports, and office materials; receive, direct, and relay phone messages, emails, and faxes.
Perform dictation, phone reception, filing, typing, copying, mailing, advocacy, and special-project tasks.
Work with the Clinic Director to train new administrative assistants on their clinic roles.
Produce and distribute correspondence and meeting minutes for MDT and team meetings.
Review and maintain program Policy & Procedure manuals and consult the Director about needed updates.
Assist the Clinic Director with compiling and preparing statistical data and reports.
Order and track supplies for program urine screens, breathalyzer, and NRT.
Perform administrative and secretarial functions as requested by the Clinic Director.
Interface with provider agencies and maintain positive working relationships.
Communicate suggestions, concerns, and complaints directly to the Clinic Director.
Perform other duties and functions as directed.