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About the Role

The Administrative Assistant provides essential administrative and clerical support to the Critical Time Transition Program (CTTP), ensuring efficient program operations. This role supports the CTTP team by managing communication, scheduling, documentation, and record-keeping, interacting with youth, families, hospitals, and community partners. The position is crucial for maintaining accurate records using the agency's EHR and NYS OMH databases, contributing to high-quality, timely services.

Responsibilities

Provide administrative and clerical support to the CTTP team.
Respond to and appropriately route incoming communications from youth, families, hospitals, and community partners, ensuring timely follow-up by staff.
Receive, track, and route referrals to appropriate staff in a timely manner.
Assist with scheduling intake appointments, assessments, care coordination meetings, and other program-related appointments.
Coordinate calendars and meeting logistics for staff, including preparing meeting materials and maintaining schedules.
Prepare, edit, and distribute correspondence, forms, letters, reports, and other program documents.
Utilize the agency's electronic health record (EHR) to enter, maintain, and update client demographic information, referrals, appointments, service documentation, and other required program information.
Utilize and maintain required New York State Office of Mental Health (OMH) databases and reporting systems for accurate and timely data entry and reporting.
Monitor the EHR and OMH-required databases to ensure documentation is complete, accurate, and submitted within required timeframes; notify staff of outstanding documentation as needed.
Generate reports from the EHR and state databases to support program operations, quality improvement initiatives, audits, and regulatory reporting.
Order and maintain office supplies and assist with general office operations.
Collaborate with CTTP staff and community partners to support coordinated service delivery.

Requirements

High School Diploma / GED required
Associate's or Bachelor's degree preferred
Knowledge of OMH, OCFS, and/or mental health terminology preferred
Office or administrative experience, preferably in healthcare or human services settings preferred
Proficiency in Microsoft Office and computer applications; experience with electronic health record (EHR) and OMH-required databases preferred
Strong organizational, communication, and record-keeping skills required
Able to assume responsibilities without supervision, exercise initiative, maintain strict confidentiality and portray a professional image required
Driver's License and ability to maintain insurability throughout employment required

Skills

Microsoft Office proficiency
Computer applications proficiency
Electronic health record (EHR) experience preferred
OMH-required databases experience preferred
Organizational skills
Communication skills
Record-keeping skills

Location

On-site

Work Type

Full Time

Education Level

High School Diploma / GED
Associate's degree preferred
Bachelor's degree preferred

Salary/Compensations

$22-25 an hour

Benefits

Student Loan and Tuition Reimbursement
Employee Assistance Program
Employee Discounts at the Southern Tier Community Center
Opportunities for Professional Development
Agency-Paid CEUs, License Prep Course, and License Exam
403(b) with 6% employer contribution
PTO plus 9 paid holidays
Childcare Reimbursement
Health, Dental, and Vision Insurance (with HSA/FSA Accounts)
Life Insurance

About the Company

Serving with Compassion, Creativity, and Consistency.

Equal Opportunity

Children's Home is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We provide equal employment opportunities to all individuals regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected characteristics.