Graham Windham Administrative Assistant in New York, New York
Bronx, NY, US
Worker Category: Regular Full-Time
Administrative Assistant (Care Coordination)
POSITION SPECIFIC DUTIES/RESPONSIBILITIES:
•Responsible for day to day operations: reception coverage of a fast-paced Foster Care Mental Health Clinic including greeting clients, answering telephones, scheduling appointments, calling to confirm appointments with clients, maintaining sign in-sheet, overseeing charts/files, and overseeing all aspects of the referrals for providers.
•Receive and track referrals and schedule all psychiatric, psychological, and medication management appointments for children in Foster Care for both office sites (Brooklyn and Bronx) and be the liaison for the provider to ensure appropriate oversight of all appointments.
•Maintenance and ordering/replenishing of office supplies for both office sites (Brooklyn and Bronx).
•Reserve appropriate space for all meetings, conferences trainings. Assisting with ordering refreshments, food, other items for meetings, etc. (Brooklyn and Bronx).
•Receive, sort, and distribute all incoming mail/accept and distribute to the staff within department as well as handle interoffice mail between all Graham Windham sites.
•General correspondence and provide administrative support as necessary. Type letters, required reports and written material for appropriate staff and submit reports timely. Overseeing telephone staff directory for department.
•Develop proficiency in various computer systems and EHR (electronic health record) and perform data entry for child and retrieve medical and mental health information as well as scan and upload appropriate documentation.
•Perform Medical/Mental Health record maintenance, process requests for medical records and assist in preparation for audits and ongoing quality assurance reviews.
•Assist with providing insurance identification and pharmacy cards to foster parents. Being the liaison with pharmacy/Medicaid for prescription processing and maintaining internal tracking of monitor psychotropic medication. Troubleshoot issues with pharmacy including all Medicaid pre-authorizations for children on psychotropic medication. Track expiration of the pre-authorizations to ensure continuity of care.
•Track and monitor high volume Mental Health invoices, complete check requests and submit to fiscal for payment. Troubleshoot around payment agreements with consultants and service providers.
•Custodian of petty cash and processing of check requests.
•Participate in relevant training, supervision, meetings and maintain current knowledge or administrative and computer skills.
•High School Diploma. Associates Degree Preferred.
•Bilingual Spanish Preferred.
•Proficiency in Microsoft Office for Windows application.
•Proficiency in using Medical/Mental Health Electronic Health Records.
•Excellent written and verbal communication skills.
Competencies & Traits:
•Ability to work in a fast-paced environment, self-starter, ability to work in high volume/auditory stimulation setting, ability to remain calm and composed under stress.
•Ability to evaluate/interpret information and make independent judgments/decisions.
•Ability to communicate with staff, families, vendors, support agencies and others.
•Ability to work independently and in team setting.
•Must be willing to travel between Bronx and Brooklyn offices and Flexible work schedule; late evenings required. (Bronx 80% Brooklyn 20%).
Salary: Commensurate with Experience
Graham Windham offers eligible employees a comprehensive benefit package including medical, dental, and vision coverage, paid time off, holiday pay, retirement savings plan, and much more.