Job:Â Administrative Assistant
Location:Â Kingston, NY
Pay:Â $22-$24/hour
Job Type:Â Full Time, Temporary with potential to become PermaentÂ
Schedule:Â Monday - Thursday 11am - 8pm, Friday 9am - 6pm, with 1 hour meal break
Position Summary:
The Administrative Assistant will provide essential support to ensure the smooth and efficient operation of the Counseling Center. This position functions as a part of a multidisciplinary team, under the direct supervision of the Clinic Supervisor. The Administrative Assistant will provide all the administrative support to the Clinicians and the Clinic Supervisor.
This role involves managing daily administrative tasks, scheduling appointments and maintaining all staff calendars, facilitating communication between staff and clients, and maintaining accurate records including health insurance information.
Essential Functions and Responsibilities:
Fulfills training responsibilities according to Organization and State Policies and Regulations.
Is familiar with and adheres to all agency policies and procedures as outlined in the Policy & Procedure Manual and Employee Handbook.
Greets clients and visitors in a friendly and professional manner.
Answers phone calls and responds to inquiries, directing them to appropriate staff as needed.
Schedules and confirms appointments, ensuring accurate and timely coordination.
Manages and maintains client records, including insurance information, intake forms, consent documents, and treatment plans, ensuring confidentiality and compliance with privacy regulations.
Prepares documentation related to insurance claims and referrals to ensure the Fiscal department can process claims effectively.
Coordinates office supplies and equipment, ensuring stock levels are maintained and ordering as needed.
Performs routine clerical tasks such as filing, faxing, and photocopying.
Supports the Clinic Supervisor with administrative tasks, including data entry and report generation.
Ensures adherence to clinic policies and procedures, including HIPAA regulations and confidentiality agreements.
Maintains up-to-date knowledge of legal and ethical guidelines related to OMH Article 31 (MHOTRS) Clinic Regulations
Works closely with clinical staff to support their administrative needs and enhance overall clinic operations.
Participates in team meetings and keep detailed notes
Knowledge, Skills and Abilities Required:
Knowledge of trauma informed behavioral health care.
Strong communication skills (verbal, written, in person)
Proficient in using an electronic health record
Proficient in using Microsoft and Google Suite products
Knowledge of health insurance and billing procedures
Critical Work Relationships:
Assistant Executive Director for Clinical Program Development
Clinic Supervisor
Compliance Department
Human Resources
Clinical staff
LGU (County) staff
OMH staff (central office and Hudson River Field Office)
MINIMUM Qualifications:
High School Diploma or equivalent.
Excellent phone skills.
Must be comfortable working with the public, in person and by phone.
Demonstrated clerical skills.
Demonstrated strong computer and word processing skills.
Valid NYS Driver License in good condition as determined by the Agency
Must complete and pass a pre-employment physical, PPD and drug screen and an annual physical and PPD.
PREFERRED Qualifications:
Experience with Medicaid/managed care and other types of client billings.
Associate’s Degree or higher education
Physical Demands and Work Environment:
Must be able to remain in a stationary position for an extended period of time
Constantly operate a computer and other office equipment
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. In order to perform this job successfully, the incumbents must possess the skills, aptitudes, and abilities to perform each duty proficiently. Employees are expected and required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give directives or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities in accordance with the Americans with Disabilities Act. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. Our oganization reserves the right to amend this job description at any time and assign additional tasks or duties to meet the agency demands. We are an Equal Opportunity Employer.
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