Administrative Assistant

New York, New York

About the Position:

The Administrative Assistant for Recovery Services is responsible for providing an organized and pleasant environment to clients in an administrative support role that also assists staff in meeting the client's needs. The Administrative Assistant will be responsible for organizing the Program's administrative functions and events. The Assistant will support day-to-day operations by performing administrative tasks and ensuring high quality customer service.

Schedule:

Monday through Thursday 10 a.m. - 6:30 p.m., Friday 9 a.m. - 5:30 p.m.

Your Role:

• Greet each client entering and exiting by having them sign in and out to ensure safety measures of knowing how many clients are in the facility at any given time.
• Ensure that visitors sign all appropriate documentation upon entering the facility including confidentiality agreement.
• Answer phone lines using established script and protocols with strict adherence to confidentiality guidelines.
• Prepare welcome materials for all scheduled admissions.
• Address clients, their families, and other visitors by first name, whenever possible.
• Maintain the urine toxicology schedule (UTox) and ensure that there are ample UTox supplies on hand during operating hours while remaining compliant with waived testing guidelines.
• Conduct supervised Utoxs as assigned and record results of Utox in client chart and send out samples for confirmation as needed.
• Receive all deliveries to the facility.
• Sort and distribute mail, notifying appropriate parties as needed; and forward mail to Canaan, as needed.
• Receive co-payments and enter financial information into appropriate database system.
• Review, create, and organize payment pages and invoices for services rendered at Mountainside.
• Maintain accurate records for No Show Billings as per policy and procedure, and review daily.
• Perform bookkeeping duties, as assigned.
• Collaborate with personnel to ensure seamless scheduling as well as schedule follow-up appointments with clients utilizing correct billing codes, as applicable.
• Ensure that appointment statuses are being updated on a daily basis by continuously auditing staff schedules and communicating accordingly.
• Provide reminders calls/text messages to clients.
• Schedule all client appointments while being compliant with CMS billing guidelines.
• Provide updates on day-to-day issues that arise.
• Coordinate Onboarding documents and processes for new hires and interns.
• Take notes and submit minutes for Team Meetings.
• Act as liaison between depatments, Scheduling, and Pre-Admissions by assisting with administrative tasks and scheduling.
• Assist team with various clerical needs, database entry, and other tasks, as necessary.
• Ensure client accounts are up to date, payments are made, financial documentation is signed and created, as needed, and supporting documentation is entered at time of services rendered.
• Maintain safety checks and standards throughout the building, per company policy, and document in EOC log, as needed.
• Comply with all federal, state, and accreditation regulatory requirements at all times.
• Prepare for and participate in weekly supervision with Director of Substance Abuse Counseling Services.
• Comply with all COVID-19 company regulations, including, but not limited to completing surveys and temperature protocols, daily, and washing hands/ wiping down infected areas after each use.
• Assist in the planning, execution, delivery and tracking of events.

Qualifications:

• Notary Public in NY - Preferred
• High School Diploma or Equivalent - Required

Skills and Abilities:

• Must have proficient computer skills including competence in software applications (such as Microsoft Office Suite, Adobe Salesforce and Eventbrite) and use of internet applications. Must be proficient in using and/or connecting wireless computer hardware, the ability to project to remote devices, etc.
• Ability to work both independently and collaboratively, as necessary.
• Awareness and sensitivity to addiction, socioeconomics, and strong cultural competency.
• Strong oral and written communication skills.
• Excellent organization and time management skills.
• Strong problem solving and follow up skills; must be proactive and take initiative.

Compensation:

The base rate of pay for this position is $22.00 to $30.00 per hour. Actual pay is determined based on a number of job-related factors including skills, education, training, credentials, experience, scope and complexity of role responsibilities, geographic location, performance, and working conditions.

Benefits:

• Comprehensive benefit package
• Paid Time Off (which increases after 1 year with Mountainside)
• Paid holidays including a Multicultural Holiday
• 401(k) with employer matching
• Monthly $100.00 wellness reimbursement. Our Wellness Reimbursement benefit is meant to encourage employees to engage in productive self-care to avoid burnout and compassion fatigue.

About Mountainside:

Mountainside Treatment Center is a dynamic, fast-paced and growing recovery facility that values innovation and an obsession with providing Best in Class service to our Clients. Founded in 1998, we are a leading behavioral healthcare provider dedicated to treating alcohol dependency and drug addiction. Accredited by The Joint Commission and CARF for its high standards of care, Mountainside seeks out passionate and talented individuals to join its staff. We believe that every employee, regardless of position, plays a vital role in our success.

Here at Mountainside Treatment Center, we strongly prefer all employees to be fully vaccinated for Covid-19 (including regularly scheduled boosters) and the Flu as recommended by the CDC.

Mountainside is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.