Administrative Assistant

Jewish Board; New York (NY); On-site; USD 40,000 - 52,000; Full time

Job summary

The Jewish Board seeks an organized Office Administrator to support PROS program operations in Brooklyn. You will handle reception, data entry, filing, and basic clerical tasks to ensure smooth program functioning.

Responsibilities include billing, eligibility checks, and coordinating with program and central office staff. Strong PC skills, Excel, and attention to detail are essential for success in this role.

Qualifications

• High School Diploma with 2 years of experience working with adults living with mental illness or a BA/BSW degree with related experience.
• Experience working in PROS or similar behavioral health programs is a plus.
• Strong data entry, filing, and administrative organization skills.

Responsibilities

• Enter attendance and billing using My Avatar in a timely manner.
• Enter client demographics, diagnosis and insurance in Netsmart and CAIRS.
• Enter admissions, discharges and transfers into Netsmart.
• Assist with reports in CAIRS, Tableau and Netsmart.

Skills

Office software

Excel

Attention to detail

Communication

Public transportation

Education

High school diploma

BA or BSW degree

Tools

Netsmart

CAIRS

Tableau

My Avatar

Job description

For nearly 150 years, The Jewish Board has been delivering innovative, best-in-class mental and behavioral health services. We are unique in serving everyone from infants and their families, to children, teens, and adults. That adds up to countless opportunities to use your skills, training, and compassion to make a difference in the lives of over 45,000 New Yorkers each year.

LOCATION
2020 Coney Island Ave
Brooklyn, NY 11223

Purpose

The Jewish Board’s Community Behavioral Health treatment programs provide compassionate, high quality, evidence-based services to individuals and families in the communities we serve. Our staff uses a culturally competent, person centered approach to help individuals and their families develop skills and resources to improve overall functioning, to instill hope, and to strengthen resiliency. Our programs work closely with community partners to address health disparities in our neighborhoods while also celebrating the strengths and resilience of our communities.

A Personalized Recovery Oriented Program (PROS) program is a strengths-based, person-centered recovery-oriented program that helps adults living with severe mental illness work to achieve their chosen life goals.

Position Overview

Provides office and administrative support for the program such as answering phones, data entry, photocopying, filing, and other tasks that support the smooth operation of the program. Notifying EAU about any insurance changes in a timely manner. Follow up with eligibility and insurance issues with EAU. Under direct supervision of the Office manager or Director solves billing-related problems.

Key Essential Functions

• Enter program attendance/billing for services into My Avatar in a timely manner. Run billing audit reports.
• Enter and maintain client demographic, diagnosis and insurance information in Netsmart and CAIRS.
• Enter admissions, discharges and transfers into Netsmart.
• Assist in data entry and running reports in CAIRS, Tableau and Netsmart systems
• Communicate with the Netsmart Department and the Accounts Receivable Department as needed
• Assist with solving problems related to insurance and billing, working closely with program and central office staff.
• Maintain organized billing and work files.
• Answer calls; take accurate messages and route calls. Take accurate, detailed messages where necessary.
• Provide basic clerical coverage including photo copying, faxing, scanning, shredding, etc…
• Meet and greet participants and site visitors and manage activity area.
• Assist with the distribution of Medicaid transportation cards/money.
• Maintain participant attendance books and sign-in and sign- out sheets.
• Coordinate all aspects of the Child and Adult Care Food Program (CACFP), including meal sign ins and counts, meal record books, billing, enrollment, documentation and compliance-related requirements
• Ensure that there is sufficient supply high quality copies of all program forms available for use.
• Prepare intake packets for new participant admission
• Scan documents into the EMR.
• Ensure that copy machines are stocked with paper; report any malfunctions to office manager/supervisor/program director.
• Organize and maintain all hard copy charts including active and discharged participants.
• Assist director and office manager with administrative projects as needed.
• In collaboration with PROS team responsible for providing guidance and support to participants
• in the PROS activity room
• Print participant schedules as needed
• Assist participants to understand and follow their PROS schedules

High School Diploma and two years of experience working with adults living with mental illness or a BA or BSW Degree and some experience in a community or social service program.in a secretarial/administrative assistant capacity.

Experience Required / Language Preference

• Experience working with clients with severe mental illness and substance use
• Experience working as part of an interdisciplinary team

Computer Skills Required

Knowledge of PC software (specifically office automation products) including Excel spreadsheets. Strong attention to detail. Ability to communicate effectively.

Visual and Manual Dexterity

• The candidate should be able to read paper and electronic documents and perform significant data entry into various computer programs
• Manual dexterity and hand-eye coordination to travel independently using public transportation

Work Environment / Physical Effort

• The offices at Jewish Board are accessible in accordance with the ADA.
• To perform the essential functions of this job, the candidate is routinely required to sit (80% of the time) and stand (20% of the time).

The Jewish Board delivers innovative, high-quality, and compassionate mental health and social services to over 45,000 New Yorkers each year. We are unique in serving everyone from infants and their families to children, teens, and adults. We are proud to employ and serve people of all religions, races, cultural backgrounds, gender expressions, and sexual orientations. We are committed to building diverse, equitable, and inclusive teams to help support our mission, and we strongly encourage candidates from historically marginalized backgrounds to apply to work with us.

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Our Values.

Our values help guide us in everything we do, from our relationships with fellow staff to the clients and communities we serve.

Treat every person
with dignity

We act with respect and caring towards our clients, colleagues, and communities.

Strive to
be outstanding

We are exceptional professionals in all that we do.

Embrace each
other's differences

We create a fair and inclusive environment for all.

We heal our communities one person at a time through thoughtful collaboration.

We respect diversity and accordingly are an equal opportunity employer that does not discriminate on the basis of race, color, creed, religion, national origin, alienage, citizenship status, age, disability, sex, gender, gender identity or expression (including transgender status), sexual orientation, marital status, partnership status, veteran status, genetic information, or any other status protected by applicable federal, state, or local law.

This applies with respect to recruiting, hiring, placement, promotion, transfer, training, compensation, termination, assignments, benefits, employee activities, access to facilities and programs, and all other terms and condition of employment as well as general treatment during employment.

We will endeavor to make a reasonable accommodation to the known physical or mental limitations of qualified employees with disabilities, without regard to any protected classifications, unless the accommodation would impose an undue hardship on the operation of our business. Any employees who need assistance to perform their job duties because of a physical or mental condition should contact human resources.

We respect diversity and accordingly are an equal opportunity employer that does not discriminate on the basis of race, color, creed, religion, national origin, alienage, citizenship status, age, disability, sex, gender, gender identity or expression (including transgender status), sexual orientation, marital status, partnership status, veteran status, genetic information, or any other status protected by applicable federal, state, or local law.

This applies with respect to recruiting, hiring, placement, promotion, transfer, training, compensation, termination, assignments, benefits, employee activities, access to facilities and programs, and all other terms and condition of employment as well as general treatment during employment.

We will endeavor to make a reasonable accommodation to the known physical or mental limitations of qualified employees with disabilities, without regard to any protected classifications, unless the accommodation would impose an undue hardship on the operation of our business. Any employees who need assistance to perform their job duties because of a physical or mental condition should contact human resources.