Lead Admin Assistant

FLACRA•City of Rochester, NY

6d•$19 - $22•Onsite

About The Position

The Lead Admin Assistant supports the Manager of the Outpatient Clinic and helps coordinate the clinic’s administrative workflow. The role provides client-facing reception and appointment check-in, maintains accurate demographic, insurance, billing, and balance information, and supports scheduling, communications, reporting, records, and office operations. It also assists with health insurance enrollment and prior authorizations, maintains clinic-related databases and spreadsheets, and helps prepare materials for meetings and audits. The position delegates and supports daily work among administrative assistants, helps train new administrative staff with the Clinic Director, and works with clinic leadership and provider agencies. The employee also maintains program policy and procedure materials, tracks specified program supplies, communicates concerns and suggestions to the Clinic Director, and performs other duties as directed.

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 providing proactive support to the Clinic Manager and staff.
Welcome clients and complete appointment check-in, including reviewing and updating demographics, verifying emergency contacts and insurance, confirming billing information, and collecting co-payments.
Maintain accurate client demographic, insurance, billing, and balance information in 10e11.
Complete the Agenda and Proactive Spreadsheet weekly in preparation for MDT meetings.
Prepare requested reports and audits, including productivity, engagement-to-care logs, closed-chart audits, and monthly service-delivery reports.
Run the Progress Note Reconciliation Report daily.
Complete New York State 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.
Add new clients to the Proactive Spreadsheet and reconcile it weekly.
Reconcile group attendance and individual appointments with clinicians and clients daily.
Delegate administrative responsibilities and help ensure reports requested by the Clinic Manager are completed by required deadlines.
Maintain the OASAS database by entering 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, reception, filing, typing, copying, mailing, advocacy, and special-project tasks.
Work with the Clinic Director to train new administrative assistants and delegate and assist with other administrative support staff’s daily work.
Produce and distribute correspondence and meeting minutes for MDT and team meetings.
Review and maintain program policy and procedure manuals and consult the Director about needed updates.
Assist with compiling and preparing statistical data and reports as assigned by the Clinic Director.
Order and track supplies for program urine screens, breathalyzers, 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.