Administrative Assistant

COORDINATED CARE service inc; Village of Newark (NY); On-site; USD 22,000 - 25,000; Full time

Job summary

COORDINATED CARE service inc. seeks an Outpatient Administrative Assistant to support the Clinic Manager and oversee daily workflow in the Outpatient Clinic. Responsibilities include answering phones, scheduling, client check-ins, and data entry for demographics, insurance, and billing.

The role involves compiling reports, filing, correspondence, and collaboration with IT and other departments to ensure quality care. Strong multi-tasking and communication skills are essential.

Qualifications

• Associates Degree and two years of clerical/administrative/office management experience.
• Valid NYS Driver's License.
• Excellent written and verbal communication skills.
• Ability to multi-task and remain calm in a crisis.
• Proficiency in Word, Excel and payroll software.

Responsibilities

• Assist in daily workflow management for the Outpatient Clinic, including answering phones and scheduling calendar for staff; check-in clients for appointments.
• Prepare and file reports as requested; maintain accurate client data (demographics, insurance, billing).
• Assist with filing and organizing paperwork and office materials.
• Receive, direct, and relay messages by phone, email and fax.
• Perform dictation, reception, filing, typing, copying, and other administrative tasks.
• Compile and prepare statistical data and reports as requested by the Clinic Manager.

Skills

Clerical experience

Office management experience

Communication skills

Microsoft Word

Excel

Payroll software

Education

Associates Degree

Tools

Microsoft Word

Excel

Payroll software

Job description

Salary: $16.50-16.90

Minimum Qualifications: Associates Degree, two years of clerical, administrative or office management experience. Valid NYS Drivers’ License.

Job Summary: In accordance with the organization’s mission, vision and values, the Outpatient Administrative Assistant is responsible for assisting and supporting the Manager of the Outpatient Clinic. The following duties will apply:

Duties:

1. Assist in the daily management of work flow for the Outpatient Clinic, to include answering phones, scheduling and maintaining calendars for clinic staff, checking in clients for appointments, providing pro‑active support to Clinic Manager and clinic staff.
2. Complete all reports as requested by the Clinic Manager and the Lead Administrative Assistant.
   Maintain accurate client data in 10e11including client demographics, insurance information, and billing information.
3. Assist with filing and organizing paperwork, reports and office materials.
4. Receive, direct and relay phone messages, emails and faxes.
5. Perform dictation, phone reception, filing, typing, copying, mailing, advocacy and other special project tasks.
6. Assist in compilation and preparation of statistical data and reports as requested by Clinic Manager.
7. Work collaboratively with IT staff and all other Departments to support FLACRA’s mission to provided quality care to all clients.
8. Order and track supplies for program urine screens, breathalyzer and NRT.
9. Responsible for proactive spreadsheets, Closed Chart Audit, PN Reconciliation, MSD, and other reports assigned by management.
10. Perform administrative & secretarial functions as requested by Clinic Manager.
11. Interface with provider agencies and maintain positive working relationships.
12. Directly communicate suggestions, concerns and/or complaints to the Clinic Manager.
13. Demonstrates professionalism by providing quality service and care with respect and dignity for the clients and as a representative of FLACRA.
14. Demonstrates professionalism by providing quality service and care with respect and dignity for the clients and as a representative of FLACRA.
15. Perform other duties and functions as directed.

Other Skills/Knowledge and Experience

1. Demonstrated ability to communicate effectively and work cooperatively with culturally diverse persons, staff and vendors.
2. Excellent computer skills to include Microsoft Word, Excel and payroll software.
3. Excellent written and verbal communication skills.
4. Ability to multi‑task, have good problem solving & time management skills and the ability to remain calm in a crisis.
5. Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all-inclusive of every task or responsibility