Administrative Assistant-PT

Part Time Administrative Assistant

Outreach Development Corporation is a non-profit organization that helps people address the issues stemming from substance use and behavioral health disorders by providing the highest quality, life-changing treatment, training and tools to build healthy lives. Our mission is to inspire individuals and families to achieve a life of unlimited potential by developing and delivering the highest quality evidence-based behavioral health services and training.

Position: Part Time Administrative Assistant

The part time administrative assistant works with the Full-Time Administrative Assistant to ensure the overall front office activities and facilities in the facility run smoothly. They are also responsible for the accurate collection, tracking, and financial reimbursement of client fees.

Job Scope

Office Management Responsibilities:

1. Organizes office flow in an orderly and efficient manner.
2. Handles telephone intakes and schedules appointments, rescheduling & confirming as needed.
3. Types correspondence, reports, memos, etc. Includes proofreading and editing. Records and types minutes from DH meeting and all staff meetings. Copies and distributes to staff.
4. Collects house bills, checks for signatures, makes copies for unit file and sends originals to accounting.
5. Collects time sheets of all staff and faxes bookkeeping as scheduled. Sends original to accounting and file copy in employee's file.
6. Establishes and maintains an efficient filing system for all correspondence and other information for Outreach staff.
7. Utilizes the word processing system to facilitate work flow/assist other staff.
8. Maintains inventory of supplies and re-orders on a timely basis. Requests service maintenance for all office equipment.
9. Compiles all information and prepares stats census for monthly OASAS report. Makes any corrections to Albany when requested.
10. Maintains and updates client database by entering all pertinent discharge forms. Works with MIS to keep accurate database.
11. Monitors balance of petty cash and prepares check requests.
12. Distributes all incoming mail.
13. Records dates and requirements of tours/speaking engagements, open houses.

Reimbursement Specialist Responsibilities:

1. Prepares Public Assistance application for HRA within 48 hours of a client's admission to Outreach House I.
2. Removes client from Public Assistance case within 48 hours of a clients discharge.
3. Returns clients PNA money to HRA in a timely manner after they have been discharged from Outreach without completion status.
4. Functions as a liaison between Outreach House I and HRA
5. Writes a monthly Personal Needs Allowance breakdown for Outreach bookkeeping in order to keep resident accounts accurate.
6. Monitors that HRA is paying shelter payments/PNA Allowance for all clients whose application has been accepted.
7. Troubleshoots any billing/payment problems that are occurring with HRA.
8. Monitors that parents are submitting SSI or SSD payments to Outreach House I in order to compensate for losses in shelter payments.
9. Collects family fees from the parents/guardians during Parent Support Group evenings.
10. Bills insurance and is responsible for the collection of insurance payments and denials.
11. Responsible for monthly revenue reports.

Qualifications

1. Minimum of HS Diploma
2. Strong organizational skills with the ability to multi-task to ensure that all administrative functions are completed in a timely and efficient manner
3. Computer literate

Position Status

This is a Part-Time Non-Exempt position.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Must have ability to travel among assigned sites as needed. There may be long periods of standing, sitting, and computer usage.