Administrative Assistant

VIP Community Services; New York, Northern (NY, KY); Hybrid; USD 42,000 - 56,000; Full time

Job summary

VIP Community Services seeks an organized administrative assistant in New York to support the Site Supervisor. The role includes maintaining files, typing memos, scheduling interviews, and handling correspondence and census data in URS.

You will manage inventory, record minutes, process HR correspondence, and assist with client records, admissions, discharges, and medical appointments for residents. Strong typing and filing skills are essential.

Qualifications

• Typing memos, reports, letters with accurate speed (55 wpm).
• Strong organizational and writing skills required.
• Experience with URS data entry and census records preferred.

Responsibilities

• Maintain Site Supervisor files and route correspondence.
• Type memos/reports and prepare census reports.
• Schedule appointments, interviews, meetings, and case conferences.
• Order and maintain office supplies inventory.
• Enter admissions and discharge info in URS; maintain client records.
• Record minutes of staff meetings and distribute agendas.
• Maintain HR letters and client documentation. Advise billing on inactive cases.
• Manage client financial records (WAM) when applicable.
• Review client forms and forward to appropriate designees.
• Coordinate medical appointments for residents and supervise prescriptions.
• Review lab orders and ensure proper documentation.
• Maintain urinalysis log and distribute reports to Clinical Counselors.

Skills

Typing 55 wpm

Organizational skills

Data entry

Education

Associate degree in business or related

Certificate from business school

Tools

URS System

Job description

Description

POSITION DESCRIPTION:

• Maintaining the files of the Site Supervisor. Distribute and route correspondence accordingly.
• Typing memos, reports, letters, etc. for Site Supervisor. This includes preparing weekly and monthly census reports as assigned and forwarded accordingly.
• Schedule appointments, interviews, meetings, case conferences, etc. as assigned by supervisor.
• Will order, distribute and maintain inventory of office supplies.
• Responsible for maintaining in-house census and data entry in the URS System.
• Record minutes of weekly staff meetings and prepare and distribute the agenda.
• Maintain records of acceptance letters and other Human Resources Administration/entitlement correspondence and advise billing unit of inactive cases. Place documentation in client charts or where otherwise designated.
• Responsible for maintaining client financial (WAM) records.
• Data Entry to URS all admission and discharge client information. Will also review weekly to input additional information as required. This includes maintaining accurate information on boards regarding admissions and discharges.
• Review all client forms (carfare, PA request, etc.) and forward information accordingly to appropriate designees.
• Make medical appointments for (80) residents and supervise the filling of prescriptions.
• Review client folders for lab work and other medical documentation to ensure proper order.
• Will maintain a urinalysis log and distribute urinalysis reports to Clinical Counselors.

Requirements

POSITION QUALIFICATIONS:

• An associate's degree in business studies or related area, or a certificate from an accredited business school and a minimum of one (1) year experience in related field, or High School graduate/GED equivalency and 3-5 years' experience in related field.
• Good writing and organizational skills with an accurate type speed of 55 wpm. Computer literate and employment experience in a chemical dependency treatment program preferred.

JOB SETTING:

• Must possess sight, hearing and digital senses or use prosthesis that will enable the essential functions of the job to be completed.