Vocational Admin Assistant

GATEWAY HUDSON VALLEY-posted 4 days ago
$27 - $27/Yr
Full-time • Entry Level
Onsite • Kingston, NY
101-250 employees
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When you work for Gateway Hudson Valley, you make a difference in people’s lives. Our Vision: To be a leader in supporting individuals as they strive to achieve a hopeful, satisfying, active, and contributing life. Full-time position. We offer Medical, Dental, Life Insurance, 403(b) Retirement, Holidays, and generous PTO. POSITION SUMMARY This position performs key support and administrative duties for the VP of Residential & Therapeutic Services. This role requires a strong business acumen and professionalism.

  • Completes a broad variety of administrative tasks including Managing deadlines, managing an active calendar of appointments, completing expense reports, coordinating the activities of the executive office, composing and preparing confidential correspondence, agendas, making and answering phone calls, and other administrative tasks as assigned.
  • Develops presentations, diagrams, or other materials.
  • Assist in the development and organization of program policies and procedures.
  • Assist with development and preparation of presentations.
  • Responsible for correspondence, including letters, memos, meeting minutes, vocational manual updates, grants and the compilation of agency statistical reports as assigned.
  • Oversees all the filing for departments under VP.
  • Coordinates record retention and destruction.
  • Maintain the department’s terminated case records, insuring accurate record retention system & process.
  • Responsible for all purchase orders, including the ordering, purchasing and distribution of office supplies and scheduling of seminars.
  • Responsible for upkeep of the various databases.
  • Review monthly/quarterly/yearly reports generated from the database prior to distribution.
  • Responsible for maintaining the high-risk log/watch list/minimal engagement list.
  • Notifies referrals of waitlist and updates them accordingly.
  • Contacts PROS participants to remind them of appointments with the doctor.
  • Coordinates transportation scheduling as needed
  • Submits all insurance prior and concurrent authorizations as needed.
  • Responsible for data entry spreadsheet for PROS Billing.
  • Register & update all PROS participants in CAIRS system.
  • Assist with getting programs onto Foothold.
  • Train VTS staff on Foothold.
  • Call applicants and prescreen for salary requirements. Schedule interviews for various positions.
  • Assist in calling clients to get survey information as needed.
  • Registers staff for conferences, webinars, events etc.
  • Acts as a back up to other Administrative Assistants, will cover reception as needed, and will attend events outside of the office to promote the mission and services as assigned.
  • Other duties as assigned.
  • Associate’s degree.
  • Three years’ experience in a related field.
  • Must have excellent knowledge of Microsoft Office Suite
  • Must be able to manage multiple priorities
  • Professionalism and ability to handle confidential information with integrity
  • Must be able to sit or stand 8 hours per day
  • Must be able to lift up to 20 lbs.
  • Must be able to bend or kneel occasionally (1-2 times per week, duration 10-15 minutes)
  • Background checks are required.
  • Medical
  • Dental
  • Life Insurance
  • 403(b) Retirement
  • Holidays
  • generous PTO
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