Unit Clerk

Talentify; City of Albany (NY); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

Paid time off

Job summary

Acacia Network is seeking a Unit Clerk to provide confidential clerical and administrative support in outpatient or residential program settings under the Program Director’s supervision.

You will handle clerical duties, maintain client rosters, data entry, and ensure accurate documentation in multiple EHR systems while maintaining strong customer service and organizational skills in a fast-paced environment.

Qualifications

• High School Diploma or GED required.
• AA/AS in Administration or related field preferred.
• Minimum of one (1) year experience as a Unit Clerk or Administrative position required.
• Must obtain Mandated reporter training prior to hire date.
• Bilingual (Spanish/English) strongly preferred.

Responsibilities

• Provides quality customer service and maintains professional relationships with employees and clients.
• Manages clerical duties: filing, photocopying, scanning, faxing, emailing documents.
• Maintains documentation in STARS/HERDS/OASAS/Sigma Care as applicable.
• Generates client roster, staff schedule, and daily census report.
• Maintains client roster in CDS system and reconciles EHR databases.
• Handles data collection for reports and outreach documentation.
• Prepares resident charts and notifies Medical Team of sick calls in detox/rehab.
• Completes correspondence related to treatment, enrollment, and discharges.
• Ensures closure of client charts in EHR systems.
• Orders, stores, inventories, and distributes office supplies.

Skills

Organizational skills

Communication skills

Multitasking

Bilingual Spanish/English

Microsoft Office

Education

High School diploma or GED

AA/AS in Administration or related field

Tools

Excel

Job description

MISSION STATEMENT

Are you ready to give back to the community while pursuing your passion? For over 50 years, Acacia Network and its affiliates have been committed to improving the quality-of-life and wellbeing of underserved communities in New York City and beyond. We are one of the leading human services organizations in New York City and the largest Hispanic-led nonprofit in the State, serving over 150,000 individuals every year. Our programs serve individuals at every age and developmental level, from the very young through our daycare programs to mature adults through our older adults centers. Our extensive array of community-based services are fully integrated, bilingual and culturally competent.

POSITION OVERVIEW

Under the supervision of the Program Director, the Unit Clerk performs confidential clerical and administrative work of moderate difficulty in the outpatient or residential program setting. This position supports all administrative functions for the program.

KEY ESSENTIAL FUNCTIONS

• Provides quality and efficient customer service and maintains professional relationships with employees, peers, and clients.
• Oversees all clerical duties such as filing, photocopying, scanning, faxing, emailing of documents pertaining to clients enrolled in the program, taking meeting minutes, data entry, and answering and re-directing telephone calls.
• Assist with completion and maintenance of documentation in STARS, HERDS, OASAS reports, and/or Sigma Care as applicable and requested.
• Generates client roster, staff schedule, and documentation to maintain an accurate daily census report for program.
• Maintains the accurate client roster in the OASAS CDS system (PI and PAS reports).
• Responsible for reconciling and assisting staff with the applicable EHR databases (e.g., Avatar, NextGen, AWARDS)
• In an outpatient program, responsible for maintaining an efficient data collection of the Methadone Annual Report, confirming client’s eligibility for car fare through PTAR, and ensuring all outreach communication is documented for record keeping.
• In the detox and rehab program, responsible for preparing resident charts for sick calls and informing Medical Team and Nurse Managers of sick calls and maintains a consult record logbook for all clients who have an ordered consultation.
• Complete correspondence/communication pertaining to treatment, enrollment, and discharges (lost to contact or left against clinical advice).
• Responsible for ensuring appropriate closure of a client’s chart in the EHR/charting system.
• Responsible for ordering, storage, inventory, and distribution of office and program supplies.

REQUIREMENTS

• High School Diploma or GED required.
• AA/AS in Administration or related field preferred.
• Minimum of one (1) year experience as a Unit Clerk, Administrative Assistant, CNA, or related administrative positions, required.
• Must obtain Mandated reporter (2 hours) training/certificate prior to hire date.
  • Website info: https://nysmandatedreporter.org/TrainingCourses.aspx
• Excellent organizational and communication skills, required.
• Intermediate use of standard Microsoft Office & Internet required.
• Bilingual (Spanish/English); strongly preferred.
• Ability to multitask and to work and function under pressure, required.

WHY JOIN US?

Acacia Network provides a comprehensive and competitive benefits package to our employees. In addition to a competitive salary, our benefits include medical, dental, and vision coverage. We also offer generous paid time off, including vacation days and paid holidays, to support a healthy work-life balance. We prioritize the well-being of our employees both professionally and personally.

As an Equal Opportunity Employer, we encourage individuals from all backgrounds to apply.