Program Assistant - ABB003 - Mon - Fri 9AM- 5PM

About WellLife Network: WellLife Network is a leading health and human services organization dedicated to supporting individuals and families across New York City and Long Island. Recognized as a 2023 top-rated nonprofit, WellLife Network empowers people to overcome life’s challenges and achieve greater independence, well-being, and inclusion. We offer a comprehensive suite of programs spanning mental health, developmental disabilities, substance abuse, housing, and employment support, all grounded in a commitment to compassionate, high-quality care. Central to our mission is an unwavering dedication to diversity, equity, inclusion, and belonging (DEIB) within our organization and in the communities we serve. As a trusted community partner, WellLife Network fosters a nurturing environment where everyone has the opportunity to thrive and realize their fullest potential.

Position Summary: 

Office manager, responsibilities include organizing, coordinating and monitoring all nonclinical operations of ACT.  Providing receptionist activities including phone calls, coordinating communication between the team and clients, and assisting clients, their families and agencies to get answers to questions; maintaining accounting and budget records for client and program expenditures and operating and coordinating the management information system.

Essential Accountabilities:

1. Compile monthly billing
2. Record admissions and discharges, input into EHR along with insurance information.
3. Prepare letters to request medical records and client authorizations and maintain log of requests and records received.
4. Schedule psychiatrist appointments, if applicable.
5. Confirm group attendance
6. Complete on call schedule, if applicable.
7. Complete transportation requests
8. Compile list of missing progress notes weekly.
9. Update logs
10. File documentation in charts/EHR.
11. Keep HER record up to date with consumer information.
12. Assist nursing staff with prior authorizations.
13. Collect necessary data and prepare reports.
14. Manage and operate petty cash and service dollars, document all cash transactions with receipts signed by clients upon receiving cash.
15. Types a variety of routine program correspondence (e.g., letters, memoranda, forms, grants, bills, applications, and reports), ensuring correct spelling, punctuation, and grammar.
16. Receives, screens, takes messages, or routes incoming telephone calls to appropriate staff.  Responds to routine questions regarding the program.
17. Receives, read, sorts, and distributes, for example: incoming mail, phone messages, paychecks, metro cards.  Logs and maintains accurate records of distributed materials.  Prioritizes mail, taking notice of required actions and due dates.  Prepares outgoing mail for delivery.
18. Sets up, organizes, and/or maintains computerized and physical alphabetical, numerical, and/or chronological files used by program staff.  Controls confidentiality of files, as necessary.
19. Sends and receives faxes; make copies and performs other routine clerical duties.
20. Resolves routine problems; refers other matters to appropriate staff.
21. Attends designated meetings; takes and accurately transcribes minutes and forwards to supervisor.
22. Monitors inventory levels of office supplies; prepares requisitions; places approved orders; receives and stocks supplies.
23. Collects and verifies data; keys data from a variety of source documents to update and maintain program files and records. Generates routine computerized reports.
24. Maintains working environment in a safe and orderly manner.
25. Follows program and crisis intervention protocols, as needed.
26. Maintain a high level of confidentiality. 
27. Participate in OMH approved/required ACT Orientations and Trainings.
28. This does not limit the assignment of duties or exclude the performance of other duties not mentioned as assigned by supervisor, the Team Leader, Deputy Director, Director, and/or Senior Management.
29. Responsible for reporting and documenting all incidents to immediate supervisor within 24 hours.
30. Responsible for maintaining up to date information into the Vello Health software application.

H.S. Diploma or GED, demonstrated ability to type 40 wpm accurately, and a working knowledge of computers, Microsoft Office Programs (Word, Excel, Powerpoint, Outlook, etc), Internet Explorer and general office equipment (e.g., fax, copier, PC, printer, telephone systems).

Basic arithmetic skills.

Exhibits good oral, written, and interpersonal skills. Must have people and problem solving skills to assist and support clients with severe and persistent mental illnesses and their families.

The position requires solid organizational skill and ability to make contacts and establish relationships to get information necessary for the program to function within the larger system.

Benefits and Perks: At WellLife Network, we prioritize our employees' growth and well-being with a comprehensive benefits package that includes medical, vision, and dental insurance, 401(k) matching, and flexible spending accounts. Enjoy perks like Summer Fridays, gym passes, and life insurance options. Our commitment to career advancement includes tuition assistance, mentorship, leadership training, and more. As a qualifying employer for Public Service Loan Forgiveness, WellLife Network supports your career and financial goals while helping you make a meaningful community impact. Join us to experience a workplace that invests in your success and well-being!