Administrative Assistant - Outreach Development Corporation

F/T Administrative Assistant; Brentwood, NY, US


Non-exempt; Non-Management


Salary range: $19-$21/hr


Requisition ID: 2684


The full time Administrative Assistant is responsible for providing support service to the Clinical Coordinator and Program Director while managing and prioritizing requests from other staff on site to insure the ongoing daily support services for the unit. They are also responsible for the accurate collection, tracking, and financial reimbursement of client fees.

Office Management Responsibilities:



+ Organizes office flow in an orderly and efficient manner.


+ Handles telephone intakes and schedules appointments, rescheduling & confirming as needed.


+ Types correspondence, reports, memos, etc. Includes proofreading and editing. Records and types of minutes from DH meeting and all staff meetings. Copies and distributes to staff.


+ Collects house bills, checks for signatures, makes copies for unit file and sends originals to accounting.


+ Collects time sheets of all staff and faxes bookkeeping as scheduled. Sends original to accounting and file copy in employee’s file.


+ Establishes and maintains an efficient filing system for all correspondence and other information for Outreach staff.


+ Utilizes the word processing system to facilitate workflow/assist other staff.


+ Maintains inventory of supplies and re-orders on a timely basis. Requests service maintenance for all office equipment.


+ Compiles all information and prepares stats census for monthly OASAS report. Makes any corrections to Albany when requested.


+ Maintains and updates client database by entering all pertinent discharge forms. Works with MIS to keep accurate database.


+ Monitors balance of petty cash and prepares check requests.


+ Distribute all incoming mail.


+ Records dates and requirements of tours/speaking engagements, open houses.



Reimbursement Specialist Responsibilities:



+ Prepares Public Assistance application for DSS or HRA to support Client Benefit Associate as needed. Removes client from Public Assistance case within 48 hours of a clients discharge.


+ Returns clients PNA money to DSS or HRA in a timely manner after they have been discharged from Outreach without completion status.


+ Writes a monthly Personal Needs Allowance breakdown for Outreach bookkeeping in order to keep resident accounts accurate.


+ Monitors that DSS and HRA are paying shelter payments/PNA Allowance for all clients whose application has been accepted.


+ Troubleshoot any billing/payment problems that are occurring with RTSC.


+ Bills insurance and is responsible for the collection of insurance payments and denials.


+ Responsible for monthly revenue reports.



Qualifications



+ Minimum of HS Diploma


+ Strong organizational skills with the ability to multi-task to ensure that all administrative functions are completed in a timely and efficient manner


+ Computer literate


+ Excellent telephone communication skills


+ Supervisory experience a plus



Outreach provides an extensive array of benefits. We currently offer comprehensive:



+ Medical (no deductible or co-pay through non-stop benefits), Dental/ Vision & Group Life Insurance through CIGNA.


+ Voluntary benefits through AFLAC.


+ ER Pension contribution, Voluntary TDA 403B contribution


+ Direct Deposit (as early as 2 days access with TD Bank account); & Bethpage Federal Credit Union


+ Health & Wellness program


+ Short- & Long-Term Disability


+ Flexible Spending Accounts (Healthcare & Dependent care) & Commuter Benefits


+ Tuition Reimbursement


+ OTI Training – Scholarships and Grants (CASAC program)


+ Public Service Loan Forgiveness (PSLF) Program, or the New York State Licensed Social Worker Loan Forgiveness (LSWLF) Program. Outreach’s NYC outpatient programs are also approved for the National Health Service Corps (NHSC) Substance Use Disorder Loan Repayment program, for eligible clinicians.



Position Status


This is a full-time nonexempt position. 35 hrs. a week (Monday - Friday 9 am to 5 pm).


Our employees are the reason Outreach ranks among the most respected health and human services providers in New York City and Long Island. In fact, we have been named one of the “Best Companies to Work for in New York” a total of nine times since 2010. Outreach embraces diversity and promotes a workplace in which individual differences are recognized, appreciated and respected.


Work Environment:


This job operates in a professional office environment as well as outside in the field. This role routinely involves standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Must be able to travel among assigned sites and locations as needed.


An EEO employer, Outreach embraces diversity and promotes a workplace in which individual differences are recognized, appreciated and respected.