Administrative Assistant / Apartment Program

Job Description

Job Description

A Spanish version of this position is available upon request

La version de esta posicion esta disponible en Español si es requerida

Join Our Mission – Be a Vital Part of Something Bigger

BHSN , one of the fastest-growing organizations providing whole-person care in the region, is in search of a detail-oriented and highly organized Administrative Assistant to support our Breakthrough II Residential Programs . This role plays a critical part in improving the daily operations of our Apartment Treatment Program and Community Residence by ensuring program compliance, smooth administrative processes, and accurate documentation to support quality care.

Your Role at BHSN :

The Administrative Assistant provides essential administrative support for the Breakthrough II Residential Programs. Responsibilities include managing Medicaid eligibility checks, maintaining organized resident records, assisting with audit preparation, supporting financial processes, and ensuring compliance with regulatory requirements. This position requires strong attention to detail, multitasking skills, and the ability to work both independently and collaboratively to support program success.

Work Schedule & Location : Monday - Friday, 4 hours a day

What You'll Do :

Run EPACES on all recipients monthly to ensure Medicaid is active.

Set up and maintain residential charts, including Medicaid documentation, upon admission and annually thereafter.

Assist with preparation for audits and maintain accurate program documentation.

Record and maintain minutes for staff meetings.

Communicate with funding sources (e.g., Social Security Administration, County DSS, NYS Office of Temporary Disability Assistance) to resolve funding issues and maximize revenue collection.

Review and submit Department of Social Services vouchers for timely payment.

Review resident PNA / Food ledgers for accuracy and submit documentation to Finance.

Assist with preparation of deposits and submission of financial documentation (receipts, check requests, purchase orders, petty cash reimbursements, etc.).

Obtain and maintain monthly safety sheets for all units, review for completeness, coordinate follow-up actions, and document resolution of deficiencies.

File and maintain residential documentation in an organized manner.

Participate in meetings as requested.

Perform additional duties within the scope of the job description.

Comply with all BHSN and regulatory policies and procedures.

What We’re Looking For :

Knowledge of the mental health system and funding resources.

Strong attention to detail with the ability to multi-task effectively.

Excellent interpersonal and communication skills.

Proficient in Microsoft Excel and Word; database experience preferred.

High School Diploma or equivalent required.

Valid NYS driver’s license for potential local travel.

Flexibility to adjust work schedule to meet program needs.

What’s in it for you?

• Generous benefits, including personalized health coverage, paid time off, and holiday pay
• Working within our community, making a real impact, working alongside passionate colleagues
• Accessible leadership team, coaching for your growth, and ample training opportunities
• As a rapidly growing organization, there are endless opportunities to grow within the organization
• Community discounts, loan forgiveness & more

JOIN A WORKPLACE WHERE YOU BELONG

BHSN is an Equal Opportunity Employer and champions Diversity, Equity, and Inclusion across all levels of the organization. We are committed to ensuring every team member can be their authentic self and thrive both personally and professionally.

We consider all qualified applicants without regard to race (including traits historically associated with race such as hair texture and protective hairstyles), ethnicity, color, creed, national origin, gender identity or expression, sexual orientation, age, disability, marital or familial status, military or veteran status, genetic predisposition or carrier status, arrest or conviction record, domestic violence survivor status, reproductive health decisions, citizenship or immigration status, or any other factor protected by law.