Catholic Charities Community Services of New York Administrative Assistant in Orange County, New York
Location: Orange County, NY
FLSA Status: Full Time, Non-Exempt
Classification: Administrative Support Worker
Department: Catholic Charities Community Services of Orange County
Office: Port Jervis
Reports To: Clinic Supervisor
Summary: The Administrative Assistant is responsible for managing a variety of administrative procedures and systems associated with the clinic; becoming familiar with and understanding policies and procedures associated with the internal and external reporting requirements; and maintains full compliance with the federal confidentiality regulations governing substance abuse records as outlined in 42 CFR Part 2 and HIPAA. The Administrative Assistant is granted full access, use and disclosure authorization relative to protected client- related health information.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Verify appointments, answer telephone inquiries and provide referral information when needed, in addition to regular office functions.
Verify benefits, including daily verification of Medicaid eligibility in epaces.
Data entry in Tier for evaluation/assessment appointment.
Ensure certain services, client payments and balances entered in Tier are accurate.
Maintain records and prepare monthly statistical reports for submission to regulatory bodies.
Maintain client roster daily.
Back up for: daily banking of self-pay fees; generate daily deposit report and forward deposit data to Finance at CCCS.
Control and disburse petty cash; petty cash expenditure recordkeeping; submit reimbursements for petty cash fund.
Order and maintain office and cleaning/maintenance supplies; prepare purchase requisitions and follow Agency policy of obtaining bids as necessary.
Maintain inventory of all equipment according to OASAS regulations.
Keep Supervisor informed of any problems occurring in the clinic.
Participate in staff meetings as required.
Position Type and Expected Hours of Work:
This is a full-time position. Days and hours of work are generally 9:00 AM to 5 PM Monday - Friday. Additional evening hours will be required to meet clinic schedules.
Working conditions and physical demands required:
The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Remain in a stationary position at a work station and use a computer at least 75% of the time.
Operate computer and other office productivity equipment, such as calculator, copier, and printer.
When at front-desk reception: contact with public and clients who may be aggravated, upset or in need of physical guidance; answer telephones.
Education and/or experience required:
- HS Diploma or GED equivalent.
Skills, Licenses, and/or competencies required:
Proficient with Microsoft Office including Word and Excel.
Experience with computer-based client management systems.
Strong methodical, written and oral communication skills, interpersonal skills and judgment, and a demonstrated capability for working cooperatively in a team environment.