Administrative Assistant

Jewish Board of Family and Children's Services; New York (NY); On-site; USD 40,000 - 56,000; Full time

Job summary

The Jewish Board of Family and Children’s Services seeks an Office Assistant to support the PROS program. The role handles phones, data entry, imaging, filing, and general clerical tasks to ensure smooth program operations, including billing, eligibility, and insurance coordination under supervision.

You will enter attendance and billing in My Avatar, Netsmart, and CAIRS, maintain client records, prepare intake packets, scan documents into the EMR, and assist with CACFP and participant

Qualifications

• High School Diploma with two years’ experience in adult mental health.
• BA or BSW degree with social service exposure is acceptable.

Responsibilities

• Enter program attendance/billing for services into My Avatar; 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.
• Answer calls; take accurate messages and route calls; provide basic clerical coverage.
• Prepare intake packets for new participant admission and scan documents into the EMR.
• Coordinate CACFP meal sign-ins and counts, enrollment, documentation and compliance.
• Organize and maintain all hard copy charts and assist PROS team.
• Participate in staff meetings, trainings and supervision.

Skills

Attention to detail

Effective communication

Teamwork

Data entry

Billing coordination

Education

High School Diploma

BA or BSW degree

Tools

My Avatar

Netsmart

CAIRS

Tableau

EMR

NYS PTAR

Job description

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.
• Enter data into NYS PTAR data base.
• 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
• Function as part of the PROS team, collaborating with all PROS staff
• Participate in staff meetings, trainings and supervision
• Other duties as assigned.

EDUCATIONAL /TRAINING REQUIRED:

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).