Job Summary:

In accordance with the organization’s mission, vision and values, the Lead Outpatient Administrative Assistant is responsible for assisting and supporting the Manager of the Outpatient Clinic.

Must Have Qualifications:

• Highschool Diploma or GED equivalent
• Valid NYS Drivers’ License
• Two years of clerical or administrative experience
• Effective communication abilities
• Proficient in Microsoft Office Applications

Nice to Have Qualifications:

• Associates Degree or higher education
• Medical office experience
• Office management experience

Duties:

1. Consistently demonstrate support to team and all FLACRA departments through our shared values, vision, and brand pledge.

2. Demonstrate professionalism by providing quality service and care with respect and dignity for the clients and as a representative of FLACRA.

3. Assist in managing the daily workflow for assigned department(s) to include answering phones, scheduling and maintaining calendars for clinic staff, checking in clients for appointments, and providing pro-active support to clinic director, regional outpatient administrative coordinator, and clinic staff.

4. Provide training and support to the department’s outpatient administrative assistants.

5. Fulfill responsibilities of the outpatient administrative assistant when absent.

6. Coordinate the front end to ensure client and clinic needs are being met.

7. Provide oversite of the department’s outpatient administrative assistants.

8. Triage phone calls appropriately and seek supervision when needed.

9. Oversee and update the proactive spreadsheet daily and agendas weekly in preparation for MDT meeting.

10. Attend MDT and team meeting weekly and follow up on any missing agenda items.

11. Produce and distribute correspondence and meeting minutes for team meetings, MDT, and daily huddles.

12. Assumes responsibility for the executive functioning and organization of the outpatient clinics in collaboration with the outpatient director.

13. Complete audit to ensure compliance with OASAS regulations.

14. Complete progress note reconciliation daily and follow up with any staff that have outstanding progress notes.

15. Assist with delegating responsibilities to outpatient administrative assistants to ensure reporting for assigned department(s) is completed by required deadlines.

16. Delegate and assist the outpatient director and regional outpatient administrative coordinator in their daily work.

17. Ensure that all outpatient daily, weekly, and monthly tasks are completed.

18. Engage in succession planning with the outpatient administrative assistant.

19. Complete daily bank deposits.

20. Maintain accurate client data in 10e11including but not limited to client demographics, insurance information, and billing information.

21. Maintain OASAS data base including reconciliation of 10e11 and OASAS roster.

22. Ensure accuracy of information reported to OASAS.

23. Assist with filing and organizing paperwork, reports, and office materials.

24. Receive, direct and relay phone messages, emails, and faxes.

25. Perform dictation, phone reception, filing, typing, copying, mailing, and other special project tasks.

26. Assist in compilation and preparation of statistical data and reports.

27. Complete inventory tracking for assigned department(s).

28. Complete ordering for medical testing supplies, personal protective equipment, and general office equipment.

29. Perform administrative & secretarial functions as requested by the clinic director and regional outpatient administrative assistant.

30. Interface with provider agencies and maintain positive working relationships.

31. Directly communicate suggestions, concerns and/or complaints to the clinic director and regional outpatient administrative assistant.

32. Perform other duties and functions as directed.

About Us:

Finger Lakes Area Counseling and Recovery Agency (FLACRA) is a growing, not-for-profit behavioral health and substance abuse treatment provider with decades of experience and multiple innovative program located throughout the Finger Lakes Region. Our services include outpatient, residential, crisis center, vocational, housing and youth services. We pride ourselves on being committed to the professional development of all our staff and if that is important to you, we invite you to choose FLACRA!

FLACRA is an equal opportunity employer committed to fostering an inclusive, diverse workplace. We are dedicated to creating an employee-centered work culture, where all individuals feel valued and respected. We encourage candidates from all backgrounds to apply and join our team of professionals, who are dedicated to our community’s recovery & mental health care needs.

About Us:

Finger Lakes Area Counseling and Recovery Agency (FLACRA) is a growing, not-for-profit behavioral health and substance abuse treatment provider with decades of experience and multiple innovative program located throughout the Finger Lakes Region. Our services include outpatient, residential, crisis center, vocational, housing and youth services. We pride ourselves on being committed to the professional development of all our staff and if that is important to you, we invite you to choose FLACRA!

FLACRA is an equal opportunity employer committed to fostering an inclusive, diverse workplace. We are dedicated to creating an employee-centered work culture, where all individuals feel valued and respected. We encourage candidates from all backgrounds to apply and join our team of professionals, who are dedicated to our community’s recovery & mental health care needs.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 37.5 – 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Education:

• High school or equivalent (Required)

Experience:

• Computer skills: 1 year (Required)
• Administrative Support: 1 year (Required)

License/Certification:

• New York State Drivers License (Required)

Ability to Commute:

• Penn Yan, NY (Required)

Work Location: In person