Administrative Assistant with Adult Mental Health

Administrative Assistant, Adult Mental Health
Onondaga County Adult Mental Health
Syracuse, New York-On-Site
FULL-TIME-Nonexempt : 40 of hours

Coordinated Care Services Inc (CCSI) seeks a talented Administrative Assistant to contribute their expertise in providing essential business services to our provider organizations and customers. The Administrative Assistant is contracted by the Onondaga County Department of Children and Family Services, Adult Mental Health to provide program management services, including specialized staffing. The Administrative Assistant is responsible for facilitating referral processing by retrieving, entering, triaging, tracking, and routing referrals for adult care management and residential services. Meets with visitors who are seeking information about mental health services, ascertains needs and next steps, and provides information about community resources and guidance on navigating services and systems. Provides administrative support and manages client records for the department. Updates referral status information in the database and provides information about referral status to referral sources. Compiles and submits reports on referral outcomes and Mental Health System use. Prepares and distributes weekly Residential vacancy reports.

CCSI is partnering with Onondaga County to hire an Administrative Assistant. This position is employed by CCSI and working on behalf of Onondaga County Adult MH.

In this role, you will

• Serve as the first contact for clients and referral sources for adult mental health processes, provides information on the referral process, programs, eligibility, and priority status, and facilitates referral completion and routing.
• Process incoming referrals, including inquiries from individuals, families, and providers
• Check for incoming referrals periodically throughout the day; triages and enters adult referrals into the database daily, keeps database current
• Assess completeness of referral and takes steps to resolve missing elements
• Request records and obtains eligibility-related information online, logs in receipt of records, and follows protocol for online databases (PSYCKES, HMIS, etc.) Scans in paper records to create an electronic file
• Track adult mental health referrals throughout the triage process to ensure referral paperwork is updated and updates referral status notes in the database on a situational or daily basis
• Send email or letter to referral source notifying them if the referral criterion was met and the status of the referral. Notifies the applicant and relevant collaterals of referral outcome
• Manage client records for the Adult Mental Health department
• Close out resolved or inactive referrals, updates database, and files, archives old files
• Schedule and sets up virtual and in-office meetings
• Provide general information regarding available services and referral processes to individuals, families, providers, and the community
• Guide visitors and phone customers in making referrals and linkages to appropriate programs
• Contact residential programs in the county to obtain the status of vacancies on a weekly basis. Creates and distributes the weekly vacancy report via email, fax. Posts vacancy reports on the ongov.net website
• Generate reports on a weekly, monthly, quarterly, and annual basis.
• Represent adult mental health at workshops, provider, and community events
• Attend, compile, and distribute minutes of adult mental health, and community provider meetings
• Provide input to adult mental health quality improvement processes
• Collect and enters data into the required data systems.
• Perform other duties as assigned.

REQUIRED COMPETENCIES: To be successful in this position, you will need to be competent in:

• Communicating effectively
• Building collaborative relationships
• Valuing diversity and fostering an inclusive environment
• Striving for self-development and taking initiative to be resourceful
• Problem-solving both independently and with others
• Be detail oriented and patient

EDUCATION AND EXPERIENCE:

• AAS degree with 2 years of Administrative Assistant experience or equivalent education and work experience in the mental health system (see CCSI's equivalency chart)
• Expertise in working with databases and creating reports.
• Computer skills proficient in Word, Excel, Access, PowerPoint, Publisher, and Outlook.
• Knowledge of community resources/providers.
• Familiarity with medical and mental health system terminology
• Excellent written and verbal communication and interpersonal skills.
• Experience working with individuals with disabilities.
• Bilingual a plus

Additional Requirements:

• Ability to satisfactorily complete required background screenings.
• Participates as a member of the team in valuing individual differences and supporting one another’s opportunity to achieve their greatest potential.
• Culturally responsive to the population being served in the development, design, monitoring, evaluation and/or implementation of programs and services.
• Be able to work flexible hours to accommodate meeting schedules
• Have reliable transportation
• Ability to lift 20 pounds (records)
• Respect the confidential nature of all CCSI and CCSI customer information you are exposed to in the course of your work performance. Staff working directly with protected health information /electronically stored protected health information, personally identifiable information, and other patient/consumer/customer data, will abide by the specific procedures and policies outlined by CCSI’s Code of Conduct and CCSI’s Privacy and Security Policies, New York State regulations and Federal regulations.

Operating Principles and Demonstrated Behaviors:

Ability to demonstrate, understand and apply our workplace values through behaviors and actions. These operating principles are expected of all employees in all roles. All applicants (internal and external) must evidence their attitudes/behaviors as part of the application process:

• Excellence in Customer Service
• Collaboration
• Honoring People and Their Work
• Individualized Work/Life Integration
• Integrity
• Innovation
• Community Connectedness
• Diversity & Inclusion

We Are CCSI

CCSI employs more than 500 talented, dedicated professionals who provide program management services, consulting, and operational support needed by local departments of mental health and social services, state agencies, community-based organizations, and school districts across New York State and beyond Our mission, simply put, we help people and communities.

CCSI’s vision is to be an exceptional place for individuals to grow and build a career, while expanding our capacity to invest in communities. We do this by prioritizing employee voice and equity to ensure we protect employees from harm; provide connection and community; enable work-life harmony; foster mattering at work; and creating opportunities for growth and development.

We Can Offer You

• Market competitive compensation.
• An award-winning Wellness@Work and employee benefits program.
• An organization that is committed to racial equity and anti-racist practices.
• Continuous professional development opportunities.
• A voice in shaping CCSI’s ever-evolving diverse company culture.

CCSI does not accept inquiries from third-party recruiters or search agencies.

Coordinated Care Services, Inc (CCSI) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.