Full-time Administrative Assistant

Full-time Administrative Assistant Location: Veterans Program - Saranac Lake, NY Shift/schedule: Monday-Friday / 8:00a-4:30p Pay Range: $17.00/hr to $23.00/hr Position Summary: Provides coordination of admission, financial and clerical services for the program. Education and Training: Associate degree or equivalent. Notary Public certification preferred. Qualifications and Requirements: AAS Business Administration Degree. Experience with insurance providers, web-based programing, Electronic Health Records, and working with diverse population and outside funding/referral sources. Detail oriented with professional communication skills. Proficient in word processing/computer operations and telephone systems Essential Duties: Program Administration: Receives visitors and assists them as may be required: Greets visitors in a timely manner. Assesses visitors' needs/desires. Provides information, direction and/or follow-through. Answers phones in a courteous and helpful manner. Handles inquiries and requests using professional practices: Responds to all telephone calls within three rings when possible. Screens calls and is alert to employee availability and personnel assigned back-up. Relays messages by phone or written communication Supports the program personnel by providing typing and general clerical assistance: Establishes priorities for the typing of letters, memos, and reports according to direction. Conducts general clerical projects Copies and collates material Supports the program by providing clinical assistance where needed. Supports management personnel by providing clerical assistance, establishing priorities according to direction. Conducts general clerical admissions and referral projects. Coordinates employee mail distribution and assists in mailings, responding to requests for client paperwork, reviewing with Director(s) and proceeding as instructed. Responsible for coordinating services for resident's transportation appointments. As needed makes transportation arrangements for resident's clinical and medical needs. Responsible for taking photos of new employees and interns when necessary. Monitors bed census tracking reports, locker assignments, and distributes to appropriate person. Responsible for conducting Electronic Health record chart audit. Responsible for managing relationships with vendors, service providers, ensuring that invoices are sent for processing. Provides general support to visitors and employees. Responsible for managing supply requisition and invoice processing requests. Admission/Discharge: Responsible for assigning and coordinating initial admission activities. Supports management personnel by providing clerical assistance and establishing priorities according to direction. Assists in maintaining inventory of records by performing data entry and computer reports. Prepares initial resident files and guides resident through initial phase of intake. Responsible for coordination of care for residents during admission and discharge. Prepares/coordinates initial treatment plan activities. Responsible for initial admission preparations including clinical and financial screening, records procurement, transportation coordination and intake coordination. Responsible for establishing and maintaining the daily bed census. Conducts admission screen phone interview to determine admission appropriateness. Financial: Responsible for opening/preparing network folders on all new residents. Coordinates completion of Finance folder with Associate Director for residents to insure the inclusion of all necessary financial documentation in a resident's file. Responsible for monitoring all residents' financial cases. Responsible for verification of insurance, self-pay and Medicaid and Medicaid Managed Care funding for admission. Responsible for meeting with residents for initial financial appointment and continued financial questions and correspondence throughout their stay. Responsible for maintaining effective communication with funding sources including all compliance requests. Responsible for providing and coordinating financial information with all billing parties. Responsible for securing financial resources from outside providers. Responsible for maintaining the Veteran Accounts Receivables Rent Collections Tracking Log. Responsible for providing residents with Public Assistance Application, coordination of Veteran appointments and monitoring status. Responsible for composing billing statements and money collections for Congregate Care Level II fees.

Created: 2026-03-07