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About the Role

The Program Assistant is responsible for all administrative aspects of the clinics, ensuring smooth and orderly operations in integrated services clinics. This role requires positive and courteous interactions with clients, staff, and community agencies, operating with a person-centered, trauma-informed philosophy aligned with GMHNY values.

Responsibilities

• Support administrative functions and timely processing of clinic administrative processes in collaboration with clinic managers.
• Handle incoming calls with politeness, professionalism, and etiquette.
• Take and deliver messages from various sources in a timely manner.
• Greet clients and visitors in person or over the phone.
• Maintain accurate records of clients seen daily, assist with filing, faxing, and meeting scheduling.
• Manage provider schedules, including appointments, cancellations, reminder calls, contact notes, and rescheduling.
• Schedule client appointments accurately, optimizing scheduling practices.
• Receive referrals, gather data, verify insurance, create charts, and schedule appointments.
• Accept payments and provide receipts for services.
• Ensure availability of client forms, consents, and surveys in collaboration with the clinic manager.
• Receive and direct clinic mail and deliveries.
• Maintain inventory and order clinic and office supplies in collaboration with relevant departments.
• Provide cross-coverage in clinics as needed.
• Maintain a clean and organized reception and office space.
• Perform other designated duties.

Requirements

• High school diploma/GED/TASC equivalent required; associate's degree preferred.
• Minimum of two years of reception experience in a fast-paced office, preferably in a medical or community mental health setting, is preferred.
• Clerical or Administrative Assistant certificate preferred.
• Demonstrated proficiency with MS Office Suite and database applications.
• Must be reliable and responsible, able to work independently and as part of a team.
• Must show initiative and exercise good judgment.
• Bilingual Spanish-speaking preferred.
• Must adhere to agency and program policies, procedures, and professional code of ethics.
• Must always adhere to confidentiality practices.
• Must maintain clearance through NYS Justice Center fingerprinting for Criminal History Records search.
• Must maintain clearance by the DCJS New York State Sex Offender Registry.
• A pre-employment drug screen is required.
• Must maintain clearance by the Justice Center for the Protection of People with Special Needs Staff Exclusion List (SEL) and the New York State Medicaid Exclusion List.
• Must maintain clearance by the NYS Office of Children and Family Services (OCFS) for instances of child abuse and/or neglect.
• Must be legally eligible to work in the United States without sponsorship.

Skills

• Strong communication skills
• Strong human relations skills
• Attention to detail
• Understanding of front desk clinic operations
• Good time management skills
• Excellent telephone etiquette
• Excellent telephone service
• Patience
• Flexibility
• Professionalism
• Familiarity with Electronic Health Record systems
• Ability to use an Electronic Health Record system

Location

• White Plains, NY

Work Type

• Full Time

Experience Level

• Minimum of two years of Reception experience preferred

Education Level

• High school diploma/GED/TASC equivalent required
• Associate's degree preferred
• Clerical or Administrative Assistant certificate preferred

Salary/Compensations

• $22.00 Per Hour

About the Company

• Greater Mental Health of New York is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities.

Equal Opportunity

• Greater Mental Health of New York is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information.
• Greater Mental Health of New York is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request a reasonable accommodation, contact the Human Resources Department.