What are the responsibilities and job description for the Administrative Assistant position at Children's Home of Jefferson County?
Description
Summary/Objective:
The Administrative Support Specialist plays a pivotal role in ensuring smooth program operations, accurate data management, and effective coordination across programs. This position supports both front-line clinical workflows and back-office administrative functions, including prior authorizations, referral processing, and mail correspondence. The role requires strong organizational skills, attention to detail, and the ability to work collaboratively across multiple departments.
Essential Functions
The major responsibilities of this position include but are not limited to the following:
Data Entry and Records Management
Ensures documentation is accurate and complete
Assist with prior authorization requests and follow-up communications
Assists with scheduling follow-up and discharge appointments for service recipients
Provides reception coverage during staff absences
Answers, screens, and directs incoming calls with professionalism.
Serves as a point of contact between CHJC programs (Clinic, Community Based, Foster Care)
Attends program team meetings as needed
Supports marking and event coordination as requested
Work Environment
Works in a regular office setting.
Physical Demands
Standing, walking, memory, concentration, sitting for extended periods of time, hearing, carrying, speaking, writing, bending, pulling, problem solving, lifting, reaching, kneeling, running, seeing, reading, climbing, pushing.
Position Type/Expected Hours Of Work
Full-Time/37.5 hours per week
Some nights and weekends may be required.
Travel
Travel throughout the service area may be required.
Requirements
Required Education and Experience:
Associate’s degree in Administrative Assistance, Administrative Professional Technology, Office Management, Office Administration, Secretarial Science or other related degree preferred. Will consider relevant experience. Strong organization skills, including excellent communication and time-management. Proficiency in Microsoft Office and EHR systems. Ability to work with diver populations and maintain confidentiality.
Additional Eligibility Qualifications
Successful completion of routine pre-employment requirements as mandated by the New York State Department of Health, Office of Mental Health and Office of Children and Family Services along with ongoing clearances and exclusion checks. These requirements are to include employment health requirements, Covid-19 vaccination or exemption, reference checks, criminal background checks/fingerprinting, State Central Registry clearance and your eligibility to work in the United States. A Valid NYS (New York State) driver’s license required.
Summary/Objective:
The Administrative Support Specialist plays a pivotal role in ensuring smooth program operations, accurate data management, and effective coordination across programs. This position supports both front-line clinical workflows and back-office administrative functions, including prior authorizations, referral processing, and mail correspondence. The role requires strong organizational skills, attention to detail, and the ability to work collaboratively across multiple departments.
Essential Functions
The major responsibilities of this position include but are not limited to the following:
Data Entry and Records Management
- Maintains and updates client records in the Electronic Health Record (EHR) system
- Tracks treatment plan due dates and care gap status
- Creates and manages program trackers
Ensures documentation is accurate and complete
Assist with prior authorization requests and follow-up communications
Assists with scheduling follow-up and discharge appointments for service recipients
Provides reception coverage during staff absences
Answers, screens, and directs incoming calls with professionalism.
Serves as a point of contact between CHJC programs (Clinic, Community Based, Foster Care)
Attends program team meetings as needed
Supports marking and event coordination as requested
Work Environment
Works in a regular office setting.
Physical Demands
Standing, walking, memory, concentration, sitting for extended periods of time, hearing, carrying, speaking, writing, bending, pulling, problem solving, lifting, reaching, kneeling, running, seeing, reading, climbing, pushing.
Position Type/Expected Hours Of Work
Full-Time/37.5 hours per week
Some nights and weekends may be required.
Travel
Travel throughout the service area may be required.
Requirements
Required Education and Experience:
Associate’s degree in Administrative Assistance, Administrative Professional Technology, Office Management, Office Administration, Secretarial Science or other related degree preferred. Will consider relevant experience. Strong organization skills, including excellent communication and time-management. Proficiency in Microsoft Office and EHR systems. Ability to work with diver populations and maintain confidentiality.
Additional Eligibility Qualifications
Successful completion of routine pre-employment requirements as mandated by the New York State Department of Health, Office of Mental Health and Office of Children and Family Services along with ongoing clearances and exclusion checks. These requirements are to include employment health requirements, Covid-19 vaccination or exemption, reference checks, criminal background checks/fingerprinting, State Central Registry clearance and your eligibility to work in the United States. A Valid NYS (New York State) driver’s license required.