Administrative Assistant, Children's Way Counseling Center

The Children's Home of Poughkeepsie has been caring for children throughout the Hudson Valley for over 175 years! We strive to empower children and families to achieve optimal health and well being. We are currently seeking a full-time Administrative Assistant to work at our Children's Way Counseling Center located in Kingston, NY.

Position Summary

The Administrative Assistant will provide essential support to ensure the smooth and efficient operation of the Children’s Way Counseling Center in Ulster County. This position functions as a part of a multidisciplinary team, under the direct supervision of the Clinic Supervisor. The Administrative Assistant will provide all the administrative support to the Clinicians and the Clinic Supervisor. This role involves managing daily administrative tasks, scheduling appointments and maintaining all staff calendars, facilitating communication between staff and clients, and maintaining accurate records including health insurance information.

Essential Functions and Responsibilities:

1. Fulfills training responsibilities according to Children’s Home of Poughkeepsie, NYS Justice Center, and OMH regulations.
2. Is familiar with and adheres to all agency policies and procedures as outlined in the Children’s Crisis Residence’s Policy & Procedure Manual and Employee Handbook.
3. Greets clients, families and visitors in a friendly and professional manner.
4. Answers phone calls and responds to inquiries, directing them to appropriate staff as needed.
5. Schedules and confirms appointments, ensuring accurate and timely coordination.
6. Manages and maintains client records, including insurance information, intake forms, consent documents, and treatment plans, ensuring confidentiality and compliance with privacy regulations.
7. Prepares documentation related to insurance claims and referrals to ensure the Fiscal department can process claims effectively.
8. Coordinates office supplies and equipment, ensuring stock levels are maintained and ordering as needed.
9. Performs routine clerical tasks such as filing, faxing, and photocopying.
10. Supports the Clinic Supervisor with administrative tasks, including data entry and report generation.
11. Ensures adherence to clinic policies and procedures, including HIPAA regulations and confidentiality agreements.

Schedule: Monday-Thursday 11am-8pm, Friday 9am-6pm, Saturday-Sunday OFF

The Children's Home offers an outstanding benefit package which includes medical, vision, dental, life insurance, 403(b), tuition reimbursement, paid time off, and a great work environment! Paid time off includes 4 weeks of vacation, 3 personal days, 12 holidays and 9 sick days annually.