Catholic Charities Community Services of New York Administrative Assistant in Goshen, New York


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Administrative Assistant

Location: Goshen, NY

FLSA Status: Non-Exempt

Department: Catholic Charities Community Services of Orange and Sullivan – Goshen Clinic

Reports to: Clinic Supervisor

Supervisory Responsibilities: No

Summary: The Administrative Assistant is responsible for managing a variety of administrative procedures and systems associated with the clinic; becoming familiar with and understanding policies and procedures associated with the internal and external reporting requirements; and maintains full compliance with the federal confidentiality regulations governing substance abuse records as outlined in 42 CFR Part 2 and HIPAA. The Administrative Assistant is granted full access, use and disclosure authorization relative to protected client-related health information.

Essential Duties and Responsibilities:

  • Verify appointments, answer telephone inquiries and provide referral information when needed, in addition to regular office functions.

  • Verify benefits, including daily verification of Medicaid eligibility in epaces.

  • Data entry in Tier for evaluation/assessment appointment.

  • Ensure certain services, client payments and balances entered in Tier are accurate.

  • Maintain records and prepare monthly statistical reports for submission to regulatory bodies.

  • Maintain client roster daily.

  • Back up for: daily banking of self-pay fees; generate daily deposit report and forward deposit data to Finance at CCCS.

  • Control and disburse petty cash; petty cash expenditure recordkeeping; submit reimbursements for petty cash fund. 09/30/2016

  • Order and maintain office and cleaning/maintenance supplies; prepare purchase requisitions and follow Agency policy of obtaining bids as necessary.

  • Maintain inventory of all equipment according to OASAS regulations.

  • Keep Supervisor informed of any problems occurring in the clinic.

  • Participate in staff meetings as required.

Working conditions and physical demands:

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  • Remain in a stationary position at a work station and use a computer at least 75% of the time.

  • Operate computer and other office productivity equipment, such as calculator, copier, and printer.

  • When at front-desk reception: contact with public and clients who may be aggravated, upset or in need of physical guidance; answer telephones.


Education and/or experience:

  • HS Diploma or GED equivalent.

Skills, Licenses, and/or competencies:

  • Proficient with Microsoft Office including Word and Excel.

  • Experience with computer-based client management systems.

  • Strong methodical, written and oral communication skills, interpersonal skills and judgment, and a demonstrated capability for working cooperatively in a team environment.