Administrative Assistant - Broome

The Children's Home; City of Binghamton (NY); On-site; USD 46,000 - 52,000; Full time

Job summary

The Children’s Home is seeking an Administrative Assistant to support the Critical Time Transition Program (CTTP). The role involves clerical tasks, data entry in the EHR and OMH databases, and coordination with youth, families, hospitals, and community partners.

This on-site position requires strong organization and confidentiality.

Qualifications

• Knowledge of OMH, OCFS, and/or mental health terminology strongly preferred.
• Office or administrative experience, preferably in healthcare or human services settings required.
• Proficiency in Microsoft Office and computer applications; experience with electronic health record (EHR) and OMH-required databases strongly preferred.
• Strong organizational, communication, and record-keeping skills required.
• Able to assume responsibilities without supervision, exercise initiative, maintain strict confidentiality and portray a professional image required.
• Driver's License and ability to maintain insurability throughout employment required.

Responsibilities

• Assist with scheduling intake appointments, assessments, care coordination meetings, and other program-related appointments.
• Utilize the agency's electronic health record (EHR) to enter, maintain, and update client demographic information, referrals, appointments, service documentation, and other required program information.
• Utilize and maintain required New York State Office of Mental Health (OMH) databases and reporting systems to ensure accurate and timely data entry and reporting in accordance with agency, Medicaid, and regulatory requirements.
• Receive, track, and route referrals to appropriate staff in a timely manner.
• Monitor the EHR and OMH-required databases to ensure documentation is complete, accurate, and submitted within required timeframes; notify staff of outstanding documentation as needed.
• Generate reports from the EHR and state databases to support program operations, quality improvement initiatives, audits, and regulatory reporting.
• Provide administrative and clerical support to the CTTP team.
• Respond to and appropriately route incoming phone calls, emails, and other communications from youth, families, hospital, and community partners, ensuring timely follow-up by staff.
• Coordinate calendars and meeting logistics for staff, including preparing meeting materials and maintaining schedules.
• Prepare, edit, and distribute correspondence, forms, letters, reports, and other program documents.
• Order and maintain office supplies and assist with general office operations.
• Collaborate with CTTP staff and community partners to support coordinated service delivery.

Skills

Strong organizational skills

Communication skills

Record-keeping skills

Confidentiality

Education

High School Diploma / GED

Associate's or Bachelor's degree preferred

Tools

Microsoft Office

Electronic Health Records (EHR)

Job description

Serving with Compassion, Creativity, and Consistency.

$22-25 an hour

Work Location: On-site, in person

Position Summary:

The Administrative Assistant provides administrative and clerical support to the Critical Time Transition Program (CTTP) to ensure the efficient operation of the program. This position supports the CTTP team by assisting with communication, scheduling, documentation, record keeping, and other administrative functions involving youth, families, hospitals, and community partners. The Administrative Assistant is responsible for maintaining accurate records, utilizing the agency's electronic health record (EHR) and New York State Office of Mental Health (OMH)-required databases, and supporting the CTTP team in delivering high-quality, timely services.

Responsibilities

• Assist with scheduling intake appointments, assessments, care coordination meetings, and other program-related appointments.
• Utilize the agency's electronic health record (EHR) to enter, maintain, and update client demographic information, referrals, appointments, service documentation, and other required program information.
• Utilize and maintain required New York State Office of Mental Health (OMH) databases and reporting systems to ensure accurate and timely data entry and reporting in accordance with agency, Medicaid, and regulatory requirements.
• Receive, track, and route referrals to appropriate staff in a timely manner.
• Monitor the EHR and OMH-required databases to ensure documentation is complete, accurate, and submitted within required timeframes; notify staff of outstanding documentation as needed.
• Generate reports from the EHR and state databases to support program operations, quality improvement initiatives, audits, and regulatory reporting.
• Provide administrative and clerical support to the CTTP team.
• Respond to and appropriately route incoming phone calls, emails, and other communications from youth, families, hospital, and community partners, ensuring timely follow-up by staff.
• Coordinate calendars and meeting logistics for staff, including preparing meeting materials and maintaining schedules.
• Prepare, edit, and distribute correspondence, forms, letters, reports, and other program documents.
• Order and maintain office supplies and assist with general office operations..
• Collaborate with CTTP staff and community partners to support coordinated service delivery.

Requirements

Education:

• High School Diploma / GED required
• Associate's or Bachelor's degree preferred

Experience

• Knowledge of OMH, OCFS, and/or mental health terminology strongly preferred
• Office or administrative experience, preferably in healthcare or human services settings required
• Proficiency in Microsoft Office and computer applications; experience with electronic health record (EHR) and OMH-required databases strongly preferred
• Strong organizational, communication, and record-keeping skills required
• Able to assume responsibilities without supervision, exercise initiative, maintain strict confidentiality and portray a professional image required
• Driver's License and ability to maintain insurability throughout employment required

BenefitsBenefits Available To All Staff

• Student Loan and Tuition Reimbursement
• Employee Assistance Program
• Employee Discounts at the Southern Tier Community Center
• Opportunities for Professional Development

Full Time Benefits:

• Agency-Paid CEUs, License Prep Course, and License Exam
• 403(b) with 6% employer contribution
• PTO plus 9 paid holidays
• Childcare Reimbursement
• Health, Dental, and Vision Insurance (with HSA/FSA Accounts)
• Life Insurance

EEO Statement:

Children's Home is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We provide equal employment opportunities to all individuals regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected characteristics.