Program Assistant I

Clarity Wellness Community; Village of Warsaw (NY); On-site; USD 36,000 - 48,000; 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 clerical tasks, enrollment activities and front-desk/customer service in a HIPAA-conscious environment. This role offers in-person work in the Warsaw office and requires strong communication with clients and staff.

The position emphasizes accurate record-keeping, appointment scheduling, and flexible shifts to ensure smooth operations for participants and clinicians within a nonprofit setting.

Qualifications

• HS Diploma with at least 6 months experience in administrative support or 2 years in customer experience
• Proficiency in Word, Excel, and Outlook
• Strong professional communication and excellent customer service required
• Ability to cover additional work shifts and maintain flexibility

Responsibilities

• Answer phones, transfer calls, take messages, review voicemails and return calls
• Provide a warm, professional experience to guests
• Ensure paperwork and responsibilities are completed timely and efficiently
• Maintain records in a HIPAA-compliant manner
• Assist with enrollment tasks: scheduling, documentation, consent and notifications
• Collect co-payments as necessary
• Abide by employee handbook policies

Skills

Professional communication

Customer service

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