Program Assistant I

Clarity Wellness Community; Town of Warsaw (NY); On-site; USD 38,000 - 46,000; Full time

Benefits offered by this job

401(k) matching

Health, Dental, Vision Insurance

Employee assistance program

Flexible schedule

Life insurance

Generous PTO

Licensure Reimbursement

Job summary

Clarity Wellness Community in Warsaw, NY is seeking a full-time Program Assistant to support staff and clients in a fast-paced, in-person office. The role covers front-desk duties, enrollment processing, scheduling, documentation, and HIPAA-compliant record keeping.

The position requires a high school diploma and at least some experience in administrative support or customer service; strong communication and reliable transportation are essential for daily duties.

Qualifications

• HS Diploma with at least 6 months experience with administrative support and/or a minimum of 2 years in customer experience.
• Documented proficiency in Word, Excel, and Outlook.
• Strong professional communication skills and excellent customer service required.
• Must have the ability to cover additional work shifts as needed.
• Must have a valid driver’s license in the state of residence with transportation or access to public transport.

Responsibilities

• Answer phones, transfer calls, take messages, review voicemails, and return calls as needed.
• Provide a warm and pleasant experience to all guests in a professional manner.
• Ensure paperwork and responsibilities are completed in a professional, timely and efficient manner.
• Maintain records in a HIPAA-compliant manner.
• Complete enrollment tasks: scheduling, documenting no-shows, building client records, obtaining consents, and telehealth.
• Collect co-payments as necessary.

Skills

Administrative support

Customer service

Professional communication

Time management

Education

HS Diploma

Tools

Word

Excel

Outlook

Job description

Clarity Wellness Community is a progressive not-for-profit organization providing mental health services in Allegany and Wyoming counties. Clarity's mission is to empower people with care, connections and support for a lifetime of choice. We are currently seeking a full-time Program Assistant in our Warsaw, NY office.

Program Assistants play a vital role in our organization, as they are charged with working in a fast-paced environment while providing clerical support to a variety of team members and individuals served by Clarity.

Requirements

• Answer phones, transfer calls, take messages, review voicemails, and return calls as needed.
• Provide a warm and pleasant experience to all guests in a professional manner.
• Ensure paperwork and responsibilities are completed in a professional, timely and efficient manner.
• Ensure records are maintained in a safe and HIPAA compliant manner.
• Complete tasks associated with enrollment of participants in services which include but are not limited to the following: scheduling appointments, rescheduling appointments, documenting reasons for no shows, reschedules, and cancellations in the calendar, build client record for all new clients by entering all of the necessary demographic data, obtain consent for primary care physician, obtain consent for emergency contact, obtain consent for treatment, privacy notification, PSYCKES consent, RHIO consent, and consent for telehealth services, complete appointment reminder phone calls, cancel and reschedule appointments when staff are calling off for the day, ensure insurance information is present, back fill schedule when clinicians request assistance.
• Collect co-payments, as necessary.
• Abide by policies in the employee handbook and related procedures within the organization.

Qualifications

• HS Diploma with at least 6 months experience with administrative support and or a minimal of 2 years of experience in customer experience.
• Documented proficiency in word, excel, and outlook.
• Strong professional communication skills and excellent customer service required.
• Must have the ability to cover additional work shifts as needed.
• Must have a valid driver's license in the state that the employee resides with transportation or the ability to access and utilize forms of public transportation.

Job Type:

Full-time

Benefits

• 401(k) matching
• Health, Dental, Vison Insurance
• Employee assistance program
• Flexible schedule
• Life insurance
• Generous PTO
• Licensure Reimbursement

Ability To Commute

• Warsaw, NY 14569 (Required)

Ability To Relocate

• Warsaw, NY 14569: Relocate before starting work (Preferred)

Work Location:

In Person