Program Assistant-Youth ACT

Mhawestchester; Village of Tarrytown (NY); On-site; USD 30,000 - 34,000; Full time

Job summary

Greater Mental Health of New York is seeking a Program Assistant-Youth ACT in Tarrytown, NY. This non-clinical role supports the Youth ACT Team by managing records, operating information systems, handling billing, and receptionist duties to ensure smooth program operations.

You will work under the Team Leader, maintain data in CAIRS and other databases, generate reports, coordinate communications, and help with audits while upholding trauma-informed, patient-centered values.

Qualifications

• High school diploma or equivalent required.
• Must be organized and able to manage multiple tasks with accuracy.
• Proficiency in Microsoft Office, spreadsheets, and database management required.
• Fluency in English (Reading, Writing, Speaking).

Responsibilities

• Provides administrative support to the Team Leader and staff.
• Makes copies, faxing documents, scanning and uploading documents.
• Records detailed notes during team meetings and tracks follow-up items.
• Develops and maintains program whiteboards and databases.
• Maintains statistical data on services and treatments.
• Prepares reports including staff statistics and billing reports.
• Assists with insurance authorizations and monthly reports.
• Manages client treatment plans, assessments, and monthly reports.
• Enters data into CAIRS and conducts internal audits.

Skills

Administrative skills

Attention to detail

Communication skills

MS Office

Records management

Data entry

Education

High school diploma or equivalent

Tools

CAIRS

Grasshopper

Electronic Health Records (EHR)

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Program Assistant-Youth ACT

Youth ACT Full Time Tarrytown, NY, US

7 days ago Requisition ID: 1562

Salary Range: $22.00 To $25.00 Hourly

Reports To: Youth ACT Team Leader

Program: Youth Assertive Community Treatment Westchester

Location: Tarrytown, NY

Hours Per Week: 35

FLSA Status: Full-time, Non-exempt

Salary Range: $22-$25 an hour

Benefits Summary

• Retirement: 403(b)-with employer contribution after 1 year of service
• Flexible Work Arrangements: subject to business needs, including hybrid options.
• Medical insurance
• Vision insurance
• Life insurance
• Paid time off-15 days per year
• Paid sick time-12 days per year
• Employer-paid holidays: 11 days per year
• Professional Development: Opportunities for advancement, training programs, and support for certifications and continuing education.
• Additional Perks: Free EAP services and employee discounts (travel, hotels, movie tickets, theme parks, services, electronics, auto, shopping, and more)!
• Gym reimbursement through employer's medical insurance carrier.
• Public Service Loan Forgiveness (PSLF): qualifying employer

After six months of employment, you can expect to receive a retention bonus of $2,000.

The Youth ACT Team

The Youth ACT Team serves children/youth with Serious Emotional Disturbance (SED) who are returning home from inpatient settings or residential services, are at risk of entering such settings, or have not adequately engaged or responded to treatment in more traditional community-based services. Youth ACT team delivers intensive, highly coordinated, individualized services and skilled therapeutic interventions through an integrated, multi-disciplinary team approach to better achieve success and maintain the child in the home, school, and community.

Summary Description:

The Program Assistant is a non-clinical team member who is responsible for managing records; operating and coordinating the management of program boards and information systems; maintaining accounting and budget records for recipient and program expenditures; and performing reception activities (e.g., triaging calls and coordinating communication between the program and recipients). The Program Assistant is responsible for general management tasks assigned by the Team Leader including answering the telephone, detailed note‑taking during team meetings, responding to client requests, data entry, and billing for the program. The Program Assistant will support recovery by providing services that reflect our deeply held values that include the recognition of individual rights of self‑determination, choice, shared decision‑making, and collaboration; always embracing a trauma‑informed and person‑centered approach.

Responsibilities:

• Provides administrative support to the Team Leader and staff.
• Responsible for making copies, faxing documents, and scanning and uploading documents.
• Records detailed notes during team meetings, including a list of follow‑up items.
• Develop and maintain program whiteboards and databases(in person and virtual).
• Maintains statistical data on type, amount, and provider treatment and rehabilitative services.
• Prepares reports including staff statistics, billing reports, program monthly report, and others as requested.
• Assists the Team Leader in ensuring all insurance authorizations are obtained and maintained.
• Maintains case list, including information on treatment plan reviews, assessments due, and provides a monthly report to the Team Leader.
• Inputs data into CAIRS.
• Prepares and completes the monthly internal audit.
• Responds to incoming calls during program hours; also responsible for taking messages from the voicemail box and delivering to staff.
• Ensures availability of forms.
• Monitors and procures general program supplies.
• Distributes mail to staff.
• Performs other duties as assigned that are consistent with the scope of the position.
• Performs receptionist/front desk duties during scheduled breaks and absences, as needed.
• Ability to juggle multiple projects with superb accuracy.
• Strong administrative skills and attention to detail.
• Strong sense of urgency, ability to prioritize and problem‑solving skills.
• Excellent verbal and written communication skills.
• The Program Assistant must be proficient in Microsoft Office - Excel, Word, and database management.
• Familiarity with and ability to use an Electronic Health Record system.
• Ability to navigate several Electronic Health Record Systems.

Key Performance Indicators (KPI’s):

• Schedule all prescriber visits for clients.
• Timely monitoring of insurance eligibility.
• Timely and accurate maintenance of white and electronic boards and databases.
• Maintain on‑call schedule and assign designated staff via Grasshopper.

Requirements:

• The Program Assistant must have a high school diploma or equivalent.
• The Program Assistant must adhere to the agency's and program’s policies, procedures, and professional code of ethics.
• Proficiency in Microsoft Office, spreadsheets, and database management is required
• Must be organized, display good judgment, and be able to see a task through completion.
• Must be reliable and able to work independently and understand the importance of maintaining confidentiality.
• Must be cleared and maintain clearance by applicable regulatory clearances as required.
• Legally eligible to work in the United States without sponsorship.
• Fluency in English (Reading, Writing, Speaking).

Special Considerations:

• Hours per week, reporting structure, and location are subject to change per program needs.

Mandated Reporter:

This is a Mandated Reporter position. The NYS Justice Center legislation defines anyone who has regular and substantial contact with any person with special needs as a “custodian” under the law and, therefore, a mandated reporter. You can be held liable by both the civil and criminal legal systems for intentionally failing to make a report.

Greater Mental Health of New York is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Greater Mental Health of New York is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request a reasonable accommodation, contact the Human Resources Department.