Program Assistant-Youth ACT

Greater Mental Health of New York•Tarrytown, NY

About The Position

The Program Assistant is a non-clinical member of the Youth Assertive Community Treatment (Youth ACT) team in Westchester. The position provides administrative and reception support to the Team Leader and staff, manages records and program information systems, maintains accounting and budget records for recipient and program expenditures, and coordinates communication between the program and recipients. The role also supports billing, data entry, reporting, insurance authorization tracking, and the operation of program boards and databases. The Youth ACT team serves children and youth with Serious Emotional Disturbance who are returning home from inpatient or residential settings, are at risk of entering those settings, or have not adequately engaged with or responded to traditional community-based treatment. The team provides intensive, coordinated, individualized services and therapeutic interventions through an integrated, multidisciplinary approach to help children remain at home, in school, and in the community. The Program Assistant supports recovery through a trauma-informed, person-centered approach that respects individual rights to self-determination, choice, shared decision-making, and collaboration. The role is full-time, non-exempt, and based in Tarrytown, New York. The stated schedule is 35 hours per week; hours, reporting structure, and location may change based on program needs.

Requirements

High school diploma or equivalent.
Proficiency in Microsoft Office, including Excel and Word, spreadsheets, and database management.
Familiarity with and ability to use an Electronic Health Record system, including the ability to navigate several EHR systems.
Strong administrative skills and attention to detail.
Ability to manage multiple projects accurately.
Strong sense of urgency, ability to prioritize, and problem-solving skills.
Excellent verbal and written communication skills.
Organized, able to exercise good judgment, and able to see tasks through to completion.
Reliable, able to work independently, and able to maintain confidentiality.
Must obtain and maintain applicable regulatory clearances.
Legally eligible to work in the United States without sponsorship.
Fluency in English, including reading, writing, and speaking.
Must adhere to the agency’s and program’s policies, procedures, and professional code of ethics.
This is a Mandated Reporter position; the role involves regular and substantial contact with people with special needs and requires reporting as applicable under NYS Justice Center legislation.

Responsibilities

Provide administrative support to the Team Leader and staff.
Make copies, fax documents, and scan and upload documents.
Take detailed notes during team meetings, including follow-up items.
Develop and maintain program whiteboards and databases, both in person and virtual.
Maintain statistical data on the type, amount, and provider of treatment and rehabilitative services.
Prepare staff statistics, billing reports, monthly program reports, and other reports as requested.
Assist the Team Leader with ensuring that insurance authorizations are obtained and maintained.
Maintain the case list, including treatment-plan review information and assessments due, and provide a monthly report to the Team Leader.
Input data into CAIRS.
Prepare and complete the monthly internal audit.
Respond to incoming calls during program hours, take voicemail messages, and deliver messages to staff.
Ensure forms are available.
Monitor and procure general program supplies.
Distribute mail to staff.
Perform receptionist and front-desk duties during scheduled breaks and absences as needed.
Schedule all prescriber visits for clients.
Monitor insurance eligibility in a timely manner.
Maintain whiteboards, electronic boards, and databases accurately and promptly.
Maintain the on-call schedule and assign designated staff via Grasshopper.
Perform other duties assigned that are consistent with the scope of the position.

Benefits

403(b) retirement plan with employer contribution after one year of service.
Flexible work arrangements, subject to business needs, including hybrid options.
Medical insurance.
Dental insurance.
Vision insurance.
Life insurance.
15 days of paid time off per year.
12 days of paid sick time per year.
11 employer-paid holidays per year.
Professional development opportunities, advancement, training programs, and support for certifications and continuing education.
Free Employee Assistance Program services.
Employee discounts on travel, hotels, movie tickets, theme parks, services, electronics, autos, shopping, and more.
Gym reimbursement through the employer’s medical insurance carrier.
Qualifying employer for Public Service Loan Forgiveness.
$2,000 retention bonus after six months of employment.