Administrative Assistant — Clinic Scheduling and Records

Children's Home of Poughkeepsie; City of Kingston (NY); On-site; USD 29,000 - 32,000; Full time

Benefits offered by this job

Medical, vision, dental

403(b)

Paid time off

Tuition reimbursement

Great work environment

Job summary

The Administrative Assistant will provide essential support to ensure the smooth operation of the Children’s Way Counseling Center in Ulster County. This role works under the Clinic Supervisor and supports clinicians and staff by scheduling appointments, managing staff calendars, and maintaining client records with confidentiality.

Responsibilities include greeting clients, answering calls, arranging appointments, and coordinating insurance documentation.

Qualifications

• High School Diploma or equivalent.
• Excellent phone skills.
• Comfortable working with the public, in person and by phone.
• Demonstrated clerical skills.
• Demonstrated strong computer and word processing skills.
• Valid NYS Driver License in good condition.

Responsibilities

• Answers phone calls and responds to inquiries, directing them to appropriate staff as needed.
• Schedules and confirms appointments, ensuring accurate and timely coordination.
• Manages and maintains client records, including insurance information, intake forms, consent documents, and treatment plans, ensuring confidentiality and compliance with privacy regulations.
• Prepares documentation related to insurance claims and referrals to ensure the Fiscal department can process claims effectively.
• Coordinates office supplies and equipment, ensuring stock levels are maintained and ordering as needed.
• Supports the Clinic Supervisor with administrative tasks, including data entry and report generation.
• Ensures adherence to clinic policies and procedures, including HIPAA regulations and confidentiality agreements.

Skills

Phone skills

Clerical skills

Computer/word processing

Driver license

Customer service

Education

High School Diploma or GED

Associate’s Degree or higher

Job description

The Administrative Assistant will provide essential support to ensure the smooth operation of the Children’s Way Counseling Center in Ulster County. This role works under the Clinic Supervisor and supports clinicians and staff by scheduling appointments, managing staff calendars, and maintaining client records with confidentiality.

Responsibilities include greeting clients, answering calls, arranging appointments, and coordinating insurance documentation.