Job Description
CEO Assistant Location New York, NY (Financial District area) : Description:
The Administrative Assistant provides administrative and clerical support to the Serenity Recuperative Care (SRC)/Hollidays Helping Hands (HHH) Program staff.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Responsible for the facilities day- to-day clerical operations
- Responsible for data input into data base.
- Perform office duties that include: filing, copying and printing, manage the program office supply inventory, replenishment, and distribution
- Handling and managing program petty cash, ensuring expenditures are justifiable, collecting receipts and processing reimbursement forms in a accurate and timely manner
- Purchasing, handling and managing transportation appointment for the patients., process reimbursement forms in a accurate and timely manner
- Ensuring staff is adhering to program and contracted policy and procedures with the
- Processing and handling of confidential documentation and materials
- Manage the collection and distribution of company mail
- Manage the maintenance and replacement of office equipment such as copiers, faxes, meters and any other office equipment
- Assist with the planning and coordination of special projects, presentations, dissemination of information, and program events
- Prepare confidential documentation for SRC/HHH staff; accurately record, organize, and distribute
- Ensure all program reporting is done in a completed and timely manner
- Act as liaison to all clinical staff to ensure efficient coordination and completion of documents needing review and/or approval based on the DHS contracted and program standards
- Independently maintain all DHS; perform file audits to ensure proper record keeping, analyzing, coding, indexing and storing; records are to be complete, accurate, and adhere to DHS contracted and program standards per HIPAA and government funding regulations
- Manage all enrollments and conduct monthly chart audits for chart completeness and accuracy.
- Manage agency wide processing and responding of client record requests per HIPAA regulations when requests from authorized users and/or clients are received
- Plan and coordinate clinical staff trainings and new employee orientation classes; schedule and assist where needed with all levels of staff; create, manage and produce presentations and reading materials for attendees and presenters
- Attend and take minutes for SRC/HHH staff meetings as requested. Maintain minute records.
- Provide direct support to clinical staff and director in the creation of memos, reports, policy and procedures, and other confidential materials in reference to the staff and program needs
Requirements:
QUALIFICATIONS
- High school diploma or equivalent.
- Minimum two years' related experience or training
- Detail oriented with good time management, organizational, written, verbal, and interpersonal skills
- Able to maintain a high level confidentiality
- Able to handle sensitive and confidential situations with poise, tact, and diplomacy
- Excellent computer skills, including familiarity with Microsoft Word, Outlook, Excel, PowerPoint and agency wide database applications
- Able to learn quickly and work effectively with individuals at all levels of the organization and with minimal to no supervision
- Able to set priorities, meet deadlines, and juggle multiple competing tasks and demands
WORK ENVIRONMENT
- Office environment
- May necessitate working in busy and loud environment
- Will be exposed to elements like cold, heat, dust, noise and odor
- May need to bend, stoop, twist , and pick up heavy materials for short periods of time
RESPONSIBILITIES COMMON TO ALL AGENCY EMPLOYEES
- Maintain a safe work environment and confidentiality at all times
- Be proactive, creative, and flexible in determining, evaluating, researching, and resolving issues
- Organize and prioritize multiple activities to meet all external and internal deadlines
- Maintain professional demeanor that reflects positively on the agency
- Demonstrate respect and courtesy toward others
- Able to thrive in a work environment emphasizing teamwork and collaboration
- Respond in a timely manner in all aspects of communication
- Work with minimum supervision
- Perform other duties as assigned
Job Tags
Full time, Flexible hours,