Administrative Assistant

PT Administrative Assistant Position

Outreach is seeking a qualified candidate for a PT Administrative Assistant position at our Islip site. The PT Administrative Assistant is an integral member of the site. It is highly preferred that the candidate speaks Spanish. The position's hours are M-F evenings 5 pm to 9 pm.

Position Summary : FT Administrative Assistant Job Scope :

• Providing information regarding services, conducting phone screening, recording information in the intake book.
• Interacting with referral sources, clients and staff in a professional, ethical and caring manner.
• Answering / screening incoming phone calls; welcoming and screening visitors; maintaining reception area appearance; maintaining knowledge of staff schedules.
• Conducting pre-intake telephone screening, scheduling intake appointments and recording relevant intake information in the intake log.
• Collecting client fees, issuing receipts and recording information in the computer. Collecting all Medicaid client cards on a daily basis and swiping card using Medicaid machine. Reporting any benefit denials to appropriate staff.
• Maintaining efficient and understandable filing system for administrative and clinical records; updating filing system on a periodic basis. Ensuring charts are well organized.
• Maintaining a supply of forms and pre-arranged intake folders. Disassembling charts of discharged clients and files appropriately.
• Inputting all daily client activity and client demographic information in the computer.
• Monitoring the following internal records : Caseload updates, clinic appointment books, toxicology client roster, etc.
• Scheduling medical, psychiatric and intake appointments for clients as needed.
• Assisting in safeguarding clients' confidentiality in accordance with pertinent regulations, which include HIPAA and CFR42, Part 2.
• Assisting in the maintenance and order of office and toxicology supplies.
• Assisting in maintenance of the physical plant; reporting needed repairs in a timely manner; responding appropriately to emergencies; utilizing appropriate agency resources in seeking to improve physical plant function and safety.

Qualifications :

Position Status : Part Time Non-Exempt Position.

Work Environment : This job operates in a professional office environment and outside in the field. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Must be able to travel among assigned sites and locations as needed.

The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of this position and title and shall not be construed as a declaration of the specific duties and responsibilities of any position. Employees may be requested to perform job-related tasks other than those specifically presented in this description. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. Outreach is an equal opportunity employer. The agency does not discriminate on the basis of race, color, gender, socio-economic status, marital status, national or ethnic origin, age, religion or creed, disability, or political or sexual orientation. Diversity is celebrated as a strength at Outreach.