Outreach Development Corporation Outreach 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. For more information, please visit www.opiny.org . Position: FT Residential Administrative Assistant The full time Administrative Assistant is responsible for providing support service to the Vice President of Adolescent Services and Program Director while managing and prioritizing requests from other staff on site to insure the ongoing daily support services for the unit. They are also responsible for the accurate collection, tracking, and financial reimbursement of client fees. Mon-Fri 1p-9p. Job Scope Office Management Responsibilities: + Organizes office flow in an orderly and efficient manner. + Handles telephone intakes and schedules appointments, rescheduling & confirming as needed. + 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. + Collects house bills, checks for signatures, makes copies for unit file and sends originals to accounting. + Collects time sheets of all staff and faxes bookkeeping as scheduled. Sends original to accounting and file copy in employee’s file. + Establishes and maintains an efficient filing system for all correspondence and other information for Outreach staff. + Utilizes the word processing system to facilitate work flow/assist other staff. + Maintains inventory of supplies and re-orders on a timely basis. Requests service maintenance for all office equipment. + Compiles all information and prepares stats census for monthly OASAS report. Makes any corrections to Albany when requested. + Maintains and updates client database by entering all pertinent discharge forms. Works with MIS to keep accurate database. + Monitors balance of petty cash and prepares check requests. + Distribute all incoming mail. + Records dates and requirements of tours/speaking engagements, open houses. Reimbursement Specialist Responsibilities: + Prepares Public Assistance application for HRA within 48 hours of a client’s admission to Outreach House I. + Removes client from Public Assistance case within 48 hours of a clients discharge. + Returns clients PNA money to HRA in a timely manner after they have been discharged from Outreach without completion status. + Functions as a liaison between Outreach House I and RTSC + Writes a monthly Personal Needs Allowance breakdown for Outreach bookkeeping in order to keep resident accounts accurate. + Monitors that HRA is paying shelter payments/PNA Allowance for all clients whose application has been accepted. + Troubleshoot any billing/payment problems that are occurring with RTSC. + Monitor that parents are submitting SSI or SSD payments to Outreach House I in order to compensate for losses in shelter payments. + Collect family fees from the parents/guardians during Parent Support Group evenings. + Bills insurance and is responsible for the collection of insurance payments and denials. + Responsible for monthly revenue reports. Qualifications + Minimum of HS Diploma + Strong organizational skills with the ability to multi-task to ensure that all administrative functions are completed in a timely and efficient manner + Computer literate + Supervisory experience a plus Position Status This is a full-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. 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.