Administrative Assistant Job at Haitian Centers Council Inc in New York

Benefits:

• Voluntary Insurance Plan Options
• 403b (tax-sheltered annuity retirement plan)
• PSLF (Public Service Loan Forgiveness) Qualified Employer
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance
• Wellness resources

ADMINISTRATIVE ASSISTANT (BILINGUAL- ENGLISH/HAITIAN-CREOLE)PURPOSE OF POSITION
Under general supervision of the Assistant Director of HR and Operations, the Administrative Assistant is responsible for sustaining an environment of intrinsic goodwill for the Agency while providing optimum services to all visitors and participants. The Administrative Assistant provides general administrative support that may include reception, scheduling, registration, patient check-out, billing support, medical records, data entry, referrals, and HR administrative support. Must be bilingual with fluency in both English and Haitian-Creole.

RESPONSIBILITIES
Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. The list that follows is not intended as a comprehensive list, but rather to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

Reception and Registration

• Clients/Visitors: Greets visitors and obtains name and other pertinent information, notifying appropriate individuals of visitor's arrival, keep participants in waiting area apprised of their status regarding pending appointments, e.g., waiting time, delays, etc.
• Referrals: Document referrals in HCC (Haitian American Community Coalition) shared file; Referral follow-up
• Scheduling: Pre-screen patients by conducting concise, courteous, and informed interviews, obtaining patient history and insurance information to determine appropriateness for scheduling, Schedule visits with appropriate health care provider using EHR system to create appointments. Verify and update patient demographic and insurance information, confirm appointments by telephone, maintain and document no-shows in EHR system, continually assess providers schedules to ensure efficient patient flow
• Filing/Records: Performs any prep work required to the documents before scanning, scans documents checking for quality throughout the process, shred paper documents once quality check of scanning is complete, and properly enter information into computer system or as directed, may sort, file, and/or pull documents, e.g., lab report, pre-authorizations, etc., copy, fax, and transfer medical records, obtaining required signature(s) on releases and coordinating as needed.
• Patient Check In/Out: Collect payment for services, when necessary, schedule appointments for follow-up visits, ensure all paperwork is complete and patients have all information needed for any follow-up visits, fax in new and re-fill prescriptions to pharmacy, with proper authorization from provider

General Clerical Support

• Telephones: Answer multi-line telephone system. Triage calls to determine nature and urgency of callers needs. Determine how best to handle, e.g., take necessary action, refer calls, and take messages. Retrieve messages from answering machine; take appropriate action. Accurately takes and delivers messages. Maintains log of all calls requiring further action.
• Cash Handling/Bookkeeping: Receive and secure payments; prepare receipts; maintain cash log for Fiscal Department retrieval. Preparation, distribution, and reconciliation of client/staff incentives (Metro cards, gift cards, etc.)
• Mail: Process in-coming documents/mail; maintain business machines by replacing paper, toner, etc.; use computer to prepare forms, labels, and other documents; maintain office supplies. Accepts and signs for packages and notifies addressee of package arrival.
• Inventory/Supplies: Monitoring and maintaining accurate records of all office supplies, including quantities and usage trends, reordering items as needed to ensure that essential supplies are always available, organizing and labeling supplies to ensure they are easily accessible to employees, communicating with suppliers to negotiate pricing, ensure timely deliveries, and handle discrepancies or issues, tracking spending on office supplies to stay within the allocated budget, identifying and anticipating the needs of the office to prevent shortages, implementing strategies to reduce waste and encourage efficient use of supplies, conducting regular inventory checks to reconcile physical stock with inventory records, enforcing organizational policies regarding the use of office supplies to prevent misuse, preparing and submitting reports on inventory status, usage patterns, and expenditures to management.

HR Administrative Assistance

• Administrative Support: Assistance with maintaining and organizing employee records, both physical and electronic, support with managing HR-related documents, including employment contracts, onboarding paperwork, and policies, assisting with payroll preparation by providing relevant employee data (e.g., leaves, attendance, timesheets).
• Recruitment and Onboarding: Assistance with posting job ads and managing applications through ATS or job boards, scheduling interviews and communicating with candidates, assisting in the onboarding process, including preparing welcome kits and organizing orientation sessions.
• Employee Relations: Assisting in addressing general employee queries about benefits, policies, and procedures, supporting employee engagement initiatives like events, recognition programs, and training.
• Compliance and Reporting: Assistance with ensuring compliance with labor laws and company policies, preparing and submitting HR reports, such as turnover, absenteeism, and compliance documentation, assisting with audits by providing necessary documentation.
• Training and Development: Coordinating employee training sessions and ensuring proper tracking of participation. Assistance with maintaining records of certifications, courses, and training schedules.
• Other Duties: Supporting HR projects and initiatives, such as performance management or diversity efforts. Helping with benefits administration, including enrollment and employee inquiries.

EDUCATION

Minimum: High School Diploma or Equivalent
Preferred or Additional Education: Certification/Associates degree or higher in Business Administration, office management, or a related area.

QUALIFICATIONS

• 12 years of clerical, administrative, or office experience. Non-profit/Community-based Organization experience is a plus.
• Proficiency in office software (Microsoft Office Suite: Word, Excel, PowerPoint, Outlook, and Teams).
• Familiarity with office equipment (printers, copiers, scanners, and fax machines).
• Knowledge of EHR systems (e.g., EClinicalWorks) is a plus.
• Fluent in English and Haitian-Creole; Spanish is a plus (trilingual)
• Must be available in-person, during office hours

Core Skills

• Organization: Ability to manage schedules, appointments, and multiple tasks simultaneously.
• Communication: Strong written and verbal communication skills.
• Time Management: Ability to prioritize and meet deadlines.
• Problem-Solving: Ability to address and resolve office issues efficiently
• Attention to Detail: Ensures accuracy in documentation and tasks.

Soft Skills

• Professional demeanor and attitude
• Interpersonal skills to work well with team members and clients
• Adaptability and willingness to learn new systems or processes.