Administrative Assistant Job at PROMESA R.H.C.F. in New York

POSITION OVERVIEW:

Under supervision of the Program Director, the Administrative Assistant is responsible for the organization and coordinating of the office operations and procedures in order to ensure organization effectiveness and efficiency. The Administrative Assistant reports to the Program Director of the program ensuring the efficiency of all office and staff services are delivered to the expectation of the Acacia Network mission and values set forth by the organization.

Under supervision of the Program Director, the requirements listed below represent the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities as defined by the ADA to perform the essential functions of the job. The functions below outline the general responsibilities associated with this position. Each of these functions is considered critical to effective department operations and our Mission. It is expected that all staff in this position will have satisfactory attendance and will perform these functions as assigned in a competent, cooperative, and timely manner. The Job Description will be reviewed periodically for accuracy and/or adjusted according to business necessity

KEY ESSENTIAL FUNCTIONS:

• All administrative support staff functions including answering the phone, addressing billing issues, greeting consumer, inner-office mail delivery, copying, etc.
• Assist in the inputting of all the necessary data to ensure proper and timely billing.
• Assist in scheduling psychiatry appointments and managing the psychiatry caseloads.
• Assist in the filing, managing and maintaining agency records including client case records, file folders, charts, referrals, and administrative clinical records, as needed.
• Responsible for overseeing the scheduling of rooms for the agency’s provisions services.
• Assist in the management and overseeing of clerical tasks to ensure that all administrative and clinical forms are maintained for efficient delivery of services.
• Assist in the preparations of necessary reports, records, and statistics as required by the agency’s executive staff.
• Assist in the ordering and maintaining of all office supplies, forms, equipment and assist in maintaining the premises.
• Assist in the maintaining of agency-wide compliance with all rules, regulations and codes.
• Perform other related duties that the agency feels necessary to operate its programs efficiently.
• Will be point of contact for referrals and will complete pre-admission administrative documents for the program referrals, as necessary.

REQUIREMENTS:

• High School Diploma or equivalence required; Associate’s Degree preferred
• Two years of office management experience
• Excellent word processing, administrative, secretarial, interpersonal, teamwork, time-management and organizational skills.
• Ability to perform administrative functions with minimal supervision.
• Ability to work productively and communicate effectively with a full spectrum of personalities. Ability to meet deadlines, to exceed goals and to work efficiently under pressure.