Unit Clerk

Acacia Network; New York (NY); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Medical benefits

Paid time off

Job summary

Acacia Network is seeking a Unit Clerk to perform confidential clerical and administrative tasks within outpatient or residential programs under the Program Director. You will support all administrative functions for the program and maintain client records.

The role emphasizes strong customer service, data entry into multiple systems, and collaboration with clinical staff. Bilingual Spanish/English preferred; high attention to detail and ability to multitask are essential.

Qualifications

• High School Diploma or GED required.
• Minimum 1 year as Unit Clerk or admin role.
• Mandated Reporter training required before hire.
• Bilingual Spanish/English strongly preferred.
• Proficient in Microsoft Office and Internet.
• Excellent organizational and communication skills.
• Ability to multitask and work under pressure.

Responsibilities

• Provide quality customer service and professional relationships.
• Manage clerical duties: filing, photocopying, scanning, emailing.
• Enter data in STARS, HERDS, OASAS, Sigma Care as requested.
• Generate client rosters, staff schedules, daily census.
• Maintain client rosters in OASAS CDS (PI/PAS).
• Reconcile and assist with EHR databases (Avatar, NextGen, AWARDS).
• In outpatient, handle Methadone Annual Report data collection and PTAR.
• Prepare resident charts in detox/rehab and log consultations.
• Complete correspondence for treatment, enrollment, discharges.
• Ensure proper closure of client charts in EHR.
• Order, store, inventory, and distribute office supplies.

Skills

Organizational skills

Communication skills

MS Office

Bilingual Spanish/English

Multitasking under pressure

Education

High School Diploma or GED

AA/AS in Administration

Tools

STARS

HERDS

OASAS CDS (PI/PAS)

Avatar

NextGen

AWARDS

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.