Administrative Assistant

FLACRA; Town of Farmington (NY); On-site; USD 47,830,000 - 48,480,000; Full time

Job summary

FLACRA is seeking an Entry-level Outpatient Administrative Assistant in Farmington, NY to support the Outpatient Clinic Manager, handle daily workflows, calls, scheduling, and client check-ins, ensuring smooth operations and quality service.

This role requires High School diploma, NYS driver's license, clerical experience, and proficiency with Microsoft Office; strong communication and confidentiality are essential for coordinating with staff and providers.

Qualifications

• High School Diploma or GED required.
• Valid NYS Driver’s License.
• Clerical or administrative experience.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office applications.

Responsibilities

• Daily Clinic Support: Assist in managing daily workflow, including answering phones, scheduling, and checking in clients for appointments.
• Report Management: Complete reports as requested, ensuring accuracy and timeliness.
• Client Data Management: Maintain up-to-date client data in the system, including demographics and billing information.
• Office Organization: Assist with filing, organizing paperwork, reports, and office materials.
• Communication Support: Manage phone messages, emails, and faxes, and relay information appropriately.
• Administrative Tasks: Perform dictation, typing, mailing, and other ad hoc tasks.
• Data Compilation: Prepare statistical data and reports as requested by the Clinic Manager.

Skills

Clerical experience

Strong communication skills

Driver's license

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

Job Details

Level: Entry
Job Location: Farmington, NY 14425
Position Type: Full Time
Education Level: High School
Salary Range: $16.50 - $16.90 Hourly
Job Shift: Day
Job Category: Administration / Clerical

Job Summary

The Outpatient Administrative Assistant provides essential support to the Manager of the Outpatient Clinic, ensuring smooth daily operations and excellent client service. This role is integral to the clinic's efficiency and aligns with FLACRA’s mission, vision, and values.

Key Responsibilities

• Daily Clinic Support: Assist in managing daily workflow, including answering phones, scheduling, checking in clients for appointments, and providing proactive support to the Clinic Manager and staff.
• Report Management: Complete reports as requested by the Clinic Manager and Lead Administrative Assistant, ensuring accuracy and timeliness.
• Client Data Management: Maintain up-to-date client data in 10e11, including demographics, insurance, and billing information.
• Office Organization: Assist with filing, organizing paperwork, reports, and office materials for smooth operational flow.
• Communication Support: Manage phone messages, emails, and faxes, and relay information appropriately.
• Administrative Tasks: Perform dictation, phone reception, typing, copying, mailing, advocacy, and special project tasks.
• Data Compilation: Compile and prepare statistical data and reports as requested by the Clinic Manager.
• Collaboration: Work collaboratively with IT and other departments to support FLACRA’s mission and deliver quality client care.
• Supply Management: Order and track program supplies, including urine screens, breathalyzers, and nicotine replacement therapy (NRT).
• Report & Data Management: Responsible for proactive spreadsheets, Closed Chart Audits, PN Reconciliation, and other assigned reports.
• Secretarial Functions: Provide administrative and secretarial support as requested by the Clinic Manager.
• External Relations: Maintain positive working relationships with provider agencies, acting as a professional representative of FLACRA.
• Feedback Communication: Directly communicate suggestions, concerns, and complaints to the Clinic Manager.
• Professionalism: Uphold professionalism by providing respectful, quality service to clients and acting as an ambassador of FLACRA.
• Additional Responsibilities: Perform other duties as directed by management to support clinic operations.

About Us

Finger Lakes Area Counseling and Recovery Agency (FLACRA) is a well-established, growing, not-for-profit provider of behavioral health and substance abuse treatment services in the Finger Lakes Region. Our innovative programs include outpatient services, residential care, crisis centers, vocational services, housing support, and youth programs. We are committed to supporting the professional development of our staff and fostering a positive and inclusive work environment.

Equal Opportunity Statement

At FLACRA, we are an equal opportunity employer committed to creating a workplace where everyone is valued and respected. We encourage candidates from all backgrounds to apply and join our dedicated team of professionals working to support recovery and mental health in our community.

Qualifications

Must-Have Qualifications:

• High School Diploma or GED equivalent.
• Valid NYS Driver’s License.
• Clerical or administrative experience.
• Strong communication skills, both verbal and written.
• Proficiency in Microsoft Office applications.
• Access to a reliable vehicle for work-related travel.

Nice-to-Have Qualifications:

• Associate’s Degree or higher in a related field.
• Experience in a medical office setting.
• Office management experience.