Lead Administrative Assistant

FLACRA; Village of Newark (NY); On-site; USD 26,174 - 30,307; Full time

Job summary

FLACRA in Newark, NY is hiring an Outpatient Administrative Assistant to support the clinic’s daily operations and ensure excellent client services. You will assist in workflow management, data compilation, and maintain positive relationships with providers.

This full-time role requires a high school diploma, solid administrative skills, and proficiency in Microsoft Office. The position offers a supportive work environment with opportunities for professional development.

Qualifications

• Must have a valid NYS Driver’s License.
• Access to a reliable vehicle for work-related travel.
• Experience in a medical office setting is a plus.

Responsibilities

• Assist in managing daily workflow, including answering phones and scheduling appointments.
• Complete reports as requested, ensuring accuracy and timeliness.
• Maintain up-to-date client data including demographics and insurance.

Skills

Strong communication skills, both verbal and written

Proficiency in Microsoft Office applications

Clerical or administrative experience

Education

High School Diploma or GED equivalent

Associate’s Degree or higher in a related field

Job description

Job Details: Level: Entry | Job Location: Newark, NY 14513 | Position Type: Full Time | Education Level: High School | Salary Range: $19.00 - $22.00 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

FLACRA is 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.