Catholic Charities Community Services of New York Administrative Assistant in Orange County, New York


  • Home

  • Jobs

  • Administrative Assistant

Administrative Assistant

Location: Orange County, NY

FLSA Status: Full Time, Non-Exempt

Classification: Administrative Support Worker

Department: Catholic Charities Community Services of Orange County

Office: Port Jervis

Reports To: Clinic Supervisor

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 include the following. Other duties may be assigned.

  • 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.

  • 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.

Position Type and Expected Hours of Work:

This is a full-time position. Days and hours of work are generally 9:00 AM to 5 PM Monday - Friday. Additional evening hours will be required to meet clinic schedules.

Working conditions and physical demands required:

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 required:

  • HS Diploma or GED equivalent.

Skills, Licenses, and/or competencies required:

  • 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.