Program Assistant

talentcases; New York (NY); On-site; USD 42,000 - 57,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Vacation and Paid Time Off – starting

12 Paid Holidays per year

Retirement 403b Competitive matching

Employee Referral Program

Job summary

CASES' Nathaniel ACT Team in Brooklyn seeks a full-time administrator to support daily operations of a mobile community mental health program serving adults 18+. The role emphasizes documentation, Medicaid billing support, and coordination with OMH/DOHMH while maintaining client confidentiality.

You will handle EHR maintenance, outreach activities, scheduling, and program materials. Requirements include solid communication, organization, and willingness to learn new databases; bilingual in

Qualifications

• Excellent communication, organization, and customer service skills.
• Ability to work accurately in a fast-paced, deadline-driven environment while maintaining confidentiality.
• Team player and self-motivated.

Responsibilities

• Attend daily team meetings and support record-keeping.
• Maintain clients’ electronic health records (EHRs) to ensure Medicaid and OMH compliance.
• Update program materials, intake packets, and contact lists.
• Provide Medicaid eligibility support and prior authorizations tracking.
• Provide administrative support and receptionist duties as needed.

Skills

Communication skills

Organization

Customer service

Microsoft Office

Outreach 80%

Education

Bachelor's degree preferred

Job description

The Nathaniel Assertive Community Treatment (ACT) Team is a multi-disciplinary, alternative to-incarceration (ATI) program that provides evidence-based, mobile, community mental health treatment to promote the recovery and community integration of individuals age 18 and up with serious mental illnesses, high rates of co-occurring substance use disorders, high utilization of emergency/crisis services, and criminal legal involvement in Manhattan or Brooklyn courts. The Nathaniel ACT Team is a unique and pioneer program that focuses on providing intensive outpatient treatment to individuals with serious mental illnesses so that they can maintain stability in the community and successfully complete their ATI mandates.

Shift Hours

This position is full-time Monday – Friday from 9:00 AM - 5:00 PM.

Salary

The salary for this role is $49,173 per year.

Location Address

25 Chapel Street, Brooklyn, NY 11201. Our office is easily accessible by public transportation.

Workplace Flexibility

On-site - For roles that are 100% in-office/in-person

What You Will Be Doing

• Attend and participate in daily team meetings and support team’s record-keeping procedure during the meeting as the team discusses clients’ clinical and case management issues and needs
• Provide support for the team in maintaining clients’ electronic health records (EHRs) to ensure compliance with the billing and licensing guidelines set forth by Medicaid, New York State Office of Mental Health (OMH), New York City Department of Health and Mental Hygiene (DOHMH), as well as CASES Policies and Procedures
• Maintain and update team’s program materials, including but not limited to intake packet, program materials, team’s contact list, clients’ forms, etc
• Provide billing and Medicaid eligibility support, including but not limited to: weekly Medicaid eligibility checks, tracking and contacting Managed Care Organizations (MCOs) for prior authorizations, ensure entitlements information is up to date within clients’ EHRs
• Provide administrative support for the team by conducting regular re-arrest checks for clients with ATI mandates, responding and triaging phone calls on team’s main program number, perform receptionist duties as needed and scheduled, maintaining office supplies, checking postal mail weekly, etc.
• Maintain team’s petty cash and OMNY Cards inventories, including team Amex monthly reconciliation, and reconcile with Fiscal Department regularly
• Attend team’s administrative meetings and Program Assistants’ Meetings as scheduled
• Provide culturally competent services in accordance with CASES policies and practice
• Perform other duties as required by the Team Leader, ACT Leadership, and executive staff

What We Are Looking For

• Bachelor’s degree preferred (BA, BS) or some college experience, or High School diploma with 7 years related work experience
• Exceptional communication, organization, and customer service skills
• Ability to operate with purpose, urgency, and accuracy in a fast-paced, deadline-driven environment while maintaining client confidentiality
• A team player and self-motivated
• Proficiency of Microsoft Office and willingness to learn new databases as needed
• Must be able to conduct physical outreach visits in the community at least 80% of the time.

Preferred Skills/Qualifications

• Some previous experience with Medicaid and Managed Care billing preferred
• Fluency in Spanish preferred
• Individuals with lived experience are encouraged to apply

Employee Benefits

• Medical
• Dental
• Vision
• Vacation and Paid Time Off – starting at 25 days-off annually
• 12 Paid Holidays per year
• Retirement 403b Competitive matching up to 6%
• Employee Referral Program
• Visit www.cases.org/careers/ to learn more about benefits offered by the CASES

Our Values

• PEOPLE| Hold people’s stories with dignity
• UNITY| Commit to a shared mission
• RESPECT| Celebrate the strength of diversity
• PROGRESS| Always work to improve
• OPTIMIZE| Make the best use of resources
• SOLUTIONS| Work together to solve problems
• EMPATHY| Seek to understand others

Although we would love to learn about the skills of every candidate, only selected candidates that are selected will receive a response. We encourage you to apply for any position(s) you feel you are qualified for. CASES is proud to be an Equal Opportunity Employer. Employment with CASES is based solely on qualifications and competence for a particular position without regard to race, color, ethnic or national origin, age, religion, creed, gender, sexual orientation, disability, or marital, military, or citizenship status. We also actively recruit individuals with prior involvement in the criminal legal system.

Monday - Friday, 9am to 5pm 35 hours per week excluding breaks