Administrative Assistant - Housing Works : Job Details

Description Housing Works requires employees working in our Health Services division to be fully vaccinated against COVID-19, unless approved for a legal accommodation. If you need an accommodation for any reason, including related to this job requirement, please contact Human Resources. Job candidates should be aware that scammers may pose as employers and create fake job postings in order to extract personal information from individuals for financial gain. Housing Works will never ask job candidates for personal information, such as social security numbers or bank account details, over the phone. If you suspect that a job posting may be fake or wish to confirm that a job posting from Housing Works is genuine, please contact us at [email protected] Housing Works was founded in 1990; With a long-term commitment to AIDS advocacy. Housing Works established New York State's first harm reduction-based, OASAS-licensed outpatient drug treatment program. Other services include Health Home care management, behavioral health, and syringe exchange programs. A pioneer in the social entrepreneurship movement, Housing Works operates 10 high-end thrift shops in Manhattan and Brooklyn and a much-loved Bookstore Cafe in Soho. For more information, visit www.housingworks.org Housing Works fights for funding and legislation to ensure that all people living with HIV/AIDS have access to quality housing, healthcare, HIV prevention, and treatment, among other lifesaving services. Benefits: We have three comprehensive healthcare plans to choose from based on your priorities and budget. Housing Works covers most of the plan; you pay a portion, based on your salary. Staff begins accruing PTO immediately for a total of up to 30 days earned in the first year. We offer employees an educational benefit. This money is available for tuition loan reimbursement, tuition costs, and text books. Housing Works provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements. Housing Works complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Housing Works also does not request prior salary information during the hiring process. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. This position is included in a bargaining unit of Housing Works' New York City employees represented by a labor union known as the Retail Wholesale and Department Store Union ( RWDSU ). Accordingly, the RWDSU has the exclusive right to bargain over the terms and conditions of employment related to this position and this position may become covered by the terms of a collective bargaining agreement (a CBA ) between Housing Works and the RWDSU Compensation: $17/hrOverview: Housing Works seeks an Administrative Assistant to primarily support the general administrative functions of a wide variety of areas including front desk duties, answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing reauthorization documentation, faxing it and follow-up with pending reauthorization until a final authorization is obtained. Preparing reports, compiling records, assisting in internal audits, organizing and maintaining information in several systems, and providing general office support. This position reports to the Director of Operations; it works closely with all the administrative staff in the program. A successful candidate will have a passion for precision, the ability to quickly master new systems, and a commitment to improving the health of the clients that we serve. A strong work ethic, superior organizational skills, and a team-oriented approach are essential. Housing Works offers a competitive salary and comprehensive benefits plan.Responsibilities:

• Would plan, coordinate, and supervise client's continuity of services and will maintain clients who are authorized to receive ADHC services through an authorization requested to the client's insurance company.
• Record and document services into the ShareFolder & HW E-ICARE and ECW systems.
• Generate weekly and monthly reauthorization reports from ShareFolder
• Additional clerical/administrative duties as needed, including but not limited to filing, sorting, organizing paperwork, documentation collection, etc.
• Assists administrative staff in a variety of tasks such as front desk duties such as serving as receptionist or first-line liaison to internal and external contacts and providing general office support.
• Greet customers, answer the telephone, provide directions or information, and solve routine issues.
• Identifies and recommends process improvements for current workflows that make the work more effective and accurate.
• Inventory of client's incentives by keeping a tally of valuables in the safe.
• Offer supervision to peers during the absence of the Office Manager on the Site
• Work in close collaboration with the Office Manager to fulfill the operation needs of the program.
• Work with staff across sites, and departments (e.g., clinical team, nursing team, administrative) to obtain documentation needed for reauthorizations
• Assist with audit readiness and preparation.
• Participate in regular staff meetings and supervision, attending training for further skills development as required.
• This position will require working at both locations at times, however, most of the time will be at Cylar House with the flexibility of working at DBHC as needed.
• Collect service encounters and data into Excel.
• Participate in advocacy efforts and direct action to end the twin crises of homelessness and AIDS.
• Hours 9 am to 5 pm. Punctuality required

Minimum Requirements

• Bachelor's degree in a relevant field
• Experience with eSHARE, AIRS, and/or eClinical Works is preferred.
• Must be exceptionally organized and able to work independently.
• Computer literacy
• Exemplary customer service as well as written and verbal communication skills.
• Proficiency in all Microsoft Office applications, computers, email, web-based systems and electronic health records.
• Knowledge of creating and editing spreadsheets in Excel required.
• Good verbal and written communication skills