Administrative Assistant - Outpatient Services
New York, NY
About the Position:
The Administrative Assistant for Outpatient Services is responsible for providing an organized and pleasant environment to clients in an administrative support role that also assists staff in meeting the client’s needs. The Administrative Assistant will be responsible for organizing the Program’s administrative functions and events. The Assistant will support day-to-day operations by performing administrative tasks and ensuring high quality customer service.
Schedule:
Monday - Friday: 8:30AM - 4:30PM
Your Role:
- Greet each client entering and exiting by having them sign in and out to ensure safety measures of knowing how many clients are in the facility at any given time.
- Ensure that visitors sign all appropriate documentation upon entering the facility including confidentiality agreement.
- Answer phone lines using established script and protocols with strict adherence to confidentiality guidelines.
- Prepare welcome materials for all scheduled admissions.
- Assist in the scheduling coordination of client appointments.
- Prepare material for clinical, recovery support, and community events.
- Maintain the urine toxicology schedule (UTox) and ensure that there are ample UTox supplies on hand during operating hours while remaining compliant with waived testing guidelines.
- Receive all deliveries to the facility.
- Sort and distribute mail, notifying appropriate parties as needed; and forward mail to Canaan, as needed.
- Receive and document all MATS deliveries as per indicated SOPs.
- Receive co-payments and enter financial information into appropriate database system.
- Review, create, and organize payment pages and invoices for services rendered at Mountainside.
- Perform bookkeeping duties, as assigned.
- Collaborate with personnel to ensure seamless scheduling as well as schedule follow-up appointments with clients utilizing correct billing codes, as applicable.
- Ensure that appointment statuses are being updated on a daily basis by continuously auditing staff schedules and communicating accordingly.
- Provide reminders calls/text messages to clients.
- Take notes and submit minutes for Team Meetings.
- Assist team with various clerical needs, database entry, and other tasks, as necessary.
- Ensure client accounts are up to date, payments are made, financial documentation is signed and created, as needed, and supporting documentation is entered at time of services rendered.
Qualifications:
- Notary Public in NY - Preferred
- High School Diploma or Equivalent - Required
- Must have proficient computer skills including competence in software applications such as Microsoft Office suite, Adobe and use of internet applications
- Ability to work both independently and collaboratively as necessary.
- Awareness and sensitivity to addiction, socioeconomics and strong cultural competency.
- Strong oral and written communication skills
- Excellent organization and time management skills.
- Strong problem solving and follow up skills; must be proactive and take initiative
Compensation:
The base rate of pay for this position is $20.00 to $28.00 per hour. Actual pay is determined based on a number of job-related factors including skills, education, training, credentials, experience, scope and complexity of role responsibilities, geographic location, performance, and working conditions.
Benefits:
- Comprehensive benefit package
- Paid Time Off (which increases after 1 year with Mountainside)
- Paid holidays including a Multicultural Holiday
- 401(k) with employer matching
- Monthly $100.00 wellness reimbursement. Our Wellness Reimbursement benefit is meant to encourage employees to engage in productive self-care to avoid burnout and compassion fatigue.
About Mountainside:
Mountainside Treatment Center is a dynamic, fast-paced and growing recovery facility that values innovation and an obsession with providing Best in Class service to our Clients. Founded in 1998, we are a leading behavioral healthcare provider dedicated to treating alcohol dependency and drug addiction. Accredited by The Joint Commission and CARF for its high standards of care, Mountainside seeks out passionate and talented individuals to join its staff. We believe that every employee, regardless of position, plays a vital role in our success.
Here at Mountainside Treatment Center, we strongly prefer all employees to be fully vaccinated for Covid-19 (including regularly scheduled boosters) and the Flu as recommended by the CDC.
Mountainside is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.
