Administrative Assistant

Astor Services Inc.; New York (NY); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Paid vacation

Paid holidays

Personal days

Sick leave

LTD and life insurance

Health & dental plan

Longevity incentives

Career growth

Job summary

Astor Services Inc. is seeking an Administrative Assistant to handle receptionist duties, intake packet preparation, data entry, and scheduling within our New York program.

You will support clinicians and staff, manage charts, and ensure accurate records, with opportunities for growth in a collaborative, mission-driven environment.

Qualifications

• High school diploma required.
• Proficiency in Microsoft Word, Excel and PowerPoint.
• Strong written and verbal communication.

Responsibilities

• Provide secretarial services including word processing, filing, and mail distribution.
• Compile and maintain data; prepare reports, rosters, summaries, and activities.
• Perform secretarial duties for other staff as directed.
• Operate office machines and manage supplies.
• Prepare payroll worksheets, purchase orders, and check requests.
• Take minutes at meetings and support supervisors and clinicians.

Education

High School Diploma

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Description

Serves as receptionist for the program to receive phone calls, clients, and visitors. Will prepare intake packets for prospective clients, collect client co-pays, enter data into billing software program, schedule psychiatrist appointments and hospital discharges, maintain office supplies and machines, maintain data such as admission and terminations and other reports. The Administrative Assistant will also complete med and other record requests, assist in processing progress notes, for clients' records, and assist in pulling needed charts files and other paperwork as needed. Will be required to assist supervisors, therapists, and doctors and is responsible for keeping track of closed charts, logging them and sending them offsite.

Job Responsibilities

• Provides secretarial services involving routine skills such as word processing (proficiency in the use of Word- perfect), filing, record keeping, prepare draft responses for routine correspondence, operate telephone system, receive and greet visitors/clients, and receive, sort, and distribute mail/packages.
• Responsible for accurately compiling and maintaining data: preparing statistical reports; generating and coordinating regular reports, rosters, summaries, and activities.
• Perform secretarial duties for other staff as directed.
• Operate various types of office machines (eg calculate, FAX, etc) including general maintenance, ordering new supplies, etc.
• Responsible for securing postage, daily posting of letters and/or packages, and inter-agency mailing.
• Prepare Payroll worksheets, purchase orders, check requests.
• Takes minutes at policy council meetings, and at other meetings as assigned.
• Willingly cooperates with other staff in assuring the smooth operation of OPC.

What we provide

• 4 weeks paid vacation annually.
• 13 paid holidays.
• 4 personal days.
• 1 sick day per month, accruable to 150 days.
• Fully paid individual LTD and life insurance.
• Eligible for participation in agency medical and dental plan both individual and family, with small employee contribution.
• New longevity incentives.
• Opportunities to make a difference in the lives of children and families in need.
• Collaboration with a team of dedicated professionals in a supportive and dynamic environment.
• Room for growth and advancement within the organization.

Requirements

You must have

• High School Diploma.
• Proficient in Microsoft Word, Excel and Power Point.

You should have

• Office Experience preferred.
• Strong written and verbal communication, customer service, leadership and management skills.