Administrative Assistant

Astor Services Inc.; Town of Wawarsing (NY); On-site; USD 36,000 - 52,000; Full time

Benefits offered by this job

4 weeks vacation

13 paid holidays

4 personal days

1 sick day per month

LTD & life insurance

Medical & dental plan

Longevity incentives

Opportunity to make a difference

Team collaboration

Growth opportunities

Job summary

Astor Services Inc. is seeking a Receptionist/Administrative Assistant to manage front-desk tasks, intake packets, and data entry for billing software.

The role includes preparing intake packets, collecting co-pays, scheduling psychiatrist appointments, and assisting clinicians and supervisors with charting and record requests. Ideal candidates have strong Microsoft Word/Excel/PowerPoint skills, solid customer service, and the ability to manage multiple tasks in a busy setting.

Qualifications

• High School Diploma required.
• Proficient in Microsoft Word, Excel and PowerPoint.
• Strong written and verbal communication, customer service, leadership and management skills.

Responsibilities

• Provides secretarial services including word processing, filing, record keeping, draft responses, operating telephone system, greeting visitors, and mail distribution.
• Compiles and maintains data; prepares statistical reports, rosters, summaries and activities.
• Performs secretarial duties for other staff as directed.
• Operates office machines and maintains equipment; orders supplies.
• Secures postage, handles daily posting of letters/packages, and inter-agency mailing.
• Prepares payroll worksheets, purchase orders, and check requests.
• Takes minutes at policy council meetings and other meetings as assigned.
• Cooperates with staff to ensure smooth operation of OPC.

Skills

Strong written & verbal communication

Customer service

Leadership & management

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.

Astor Services, a leading provider of behavioral and mental health services in the Hudson Valley and The Bronx, is dedicated to nurturing the emotional and mental well-being of children, adolescents, and families. With a history spanning over seven decades, we are committed to providing comprehensive care and support to help our clients thrive.

Requirements

You must have

• High School Diploma.
• Proficient in Microsoft Word, Excel and Power Point.
• Strong written and verbal communication, customer service, leadership and management skills

You should have

• Office Experience preferred.