Administrative Assistant

FLACRA; City of Geneva (NY); On-site; USD 38,000 - 48,000; Full time

Job summary

FLACRA is seeking an Outpatient Administrative Assistant to support the Clinic Manager in daily workflow, scheduling, and data management within the Outpatient Clinic. You will assist with reporting, data accuracy, and inter-department collaboration to ensure smooth operations and quality client care.

The role emphasizes professional patient interaction, confidentiality, and efficiency in a fast-paced clinic setting.

Qualifications

• Associates degree and two years of clerical/administrative experience.
• Strong communication and interpersonal skills across diverse teams.
• Proficient in MS Word, Excel, and payroll software.

Responsibilities

• Answer phones; schedule and manage calendars for clinic staff.
• Complete reports as requested by Clinic Manager and Lead Administrative Assistant.
• Maintain accurate client data (demographics, insurance, billing) in the system.
• Filing and organizing paperwork and office materials.
• Receive and relay messages via phone, email, and faxes.

Skills

Communication

Time management

Problem solving

Interpersonal skills

Education

Associates Degree

NYS Driver's License

Tools

Microsoft Word

Excel

Payroll software

Job description

Job Summary: In accordance with the organization’s mission, vision and values, the Outpatient Administrative Assistant is responsible for assisting and supporting the Manager of the Outpatient Clinic. The following duties will apply:Duties1. Assist in the daily management of workflow for the Outpatient Clinic, to include answering phones, scheduling and maintaining calendars for clinic staff, checking in clients for appointments, providing pro-active support to Clinic Manager and clinic staff2. Complete all reports as requested by the Clinic Manager and the Lead Administrative Assistant.3. Maintain accurate client data in 10e11including client demographics, insurance information, and billing information4. Assist with filing and organizing paperwork, reports and office materials5. Receive, direct and relay phone messages, emails and faxes6. Perform dictation, phone reception, filing, typing, copying, mailing, advocacy and other special project tasks7. Assist in compilation and preparation of statistical data and reports as requested by Clinic Manager8. Work collaboratively with IT staff and all other Departments to support FLACRA’s mission to provided quality care to all clients9. Order and track supplies for program urine screens, breathalyzer and NRT10. Responsible for proactive spreadsheets, Closed Chart Audit, PN Reconciliation, MSD, and other reports assigned by management11. Perform administrative & secretarial functions as requested by Clinic Manager12. Interface with provider agencies and maintain positive working relationships13. Directly communicate suggestions, concerns and/or complaints to the Clinic Manager14. Demonstrates professionalism by providing quality service and care with respect and dignity for the clients and as a representative of FLACRA15. Demonstrates professionalism by providing quality service and care with respect and dignity for the clients and as a representative of FLACRA16. Perform other duties and functions as directed.Minimum Qualifications: Associates Degree, two years of clerical, administrative or office management experience. Valid NYS Drivers’ License.Other Skills/Knowledge and Experience1. Demonstrated ability to communicate effectively and work cooperatively with culturally diverse persons, staff and vendors.2. Excellent computer skills to include Microsoft Word, Excel and payroll software.3. Excellent written and verbal communication skills.4. Ability to multi-task, have good problem solving & time management skills and the ability to remain calm in a crisis.