Administrative Assistant at Children's Home of Jefferson County

City of Watertown, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

19 Mar, 26

Salary

0.0

Posted On

20 Dec, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Data Entry, Records Management, Organizational Skills, Attention to Detail, Communication, Time Management, Microsoft Office, EHR Systems, Confidentiality, Reception Coverage, Referral Processing, Prior Authorization, Scheduling, Event Coordination

Industry

Individual and Family Services

Description

Description Summary/Objective: The Administrative Support Specialist plays a pivotal role in ensuring smooth program operations, accurate data management, and effective coordination across programs. This position supports both front-line clinical workflows and back-office administrative functions, including prior authorizations, referral processing, and mail correspondence. The role requires strong organizational skills, attention to detail, and the ability to work collaboratively across multiple departments. Essential Functions: The major responsibilities of this position include but are not limited to the following: Data Entry and Records Management o Maintains and updates client records in the Electronic Health Record (EHR) system o Tracks treatment plan due dates and care gap status o Creates and manages program trackers Receives and processes referrals and faxes Ensures documentation is accurate and complete Assist with prior authorization requests and follow-up communications Assists with scheduling follow-up and discharge appointments for service recipients Provides reception coverage during staff absences Answers, screens, and directs incoming calls with professionalism. Serves as a point of contact between CHJC programs (Clinic, Community Based, Foster Care) Attends program team meetings as needed Supports marking and event coordination as requested Work Environment: Works in a regular office setting. Physical Demands: Standing, walking, memory, concentration, sitting for extended periods of time, hearing, carrying, speaking, writing, bending, pulling, problem solving, lifting, reaching, kneeling, running, seeing, reading, climbing, pushing. Position Type/Expected Hours of Work: Full-Time/37.5 hours per week Some nights and weekends may be required. Travel: Travel throughout the service area may be required. Requirements Required Education and Experience: Associate’s degree in Administrative Assistance, Administrative Professional Technology, Office Management, Office Administration, Secretarial Science or other related degree preferred. Will consider relevant experience. Strong organization skills, including excellent communication and time-management. Proficiency in Microsoft Office and EHR systems. Ability to work with diver populations and maintain confidentiality. Additional Eligibility Qualifications: Successful completion of routine pre-employment requirements as mandated by the New York State Department of Health, Office of Mental Health and Office of Children and Family Services along with ongoing clearances and exclusion checks. These requirements are to include employment health requirements, Covid-19 vaccination or exemption, reference checks, criminal background checks/fingerprinting, State Central Registry clearance and your eligibility to work in the United States. A Valid NYS (New York State) driver’s license required.

Responsibilities

The Administrative Assistant is responsible for maintaining client records, processing referrals, and assisting with prior authorizations. The role also includes providing reception coverage and supporting program coordination.