Program Assistant

The Program Assistant is an integral staff member of the FACT team providing administrative, fiscal, and billing support. The Program Assistant ensures the smooth and effective functioning of the team by working closely with the Team Leader, maintaining communication with FACT team members, and providing support for the team’s administrative and billing responsibilities with flexibility, team spirits, and good organizational skills. The Program Assistant requires in-person work 5 days a week.

Shift Hours: This position is full-time Monday – Friday from 9:00 AM - 5:00 PM.

Salary: The salary for this role is $49,173 per year.

Location Address: 424 East 147th Street, 1st Floor, Bronx, NY 10455. Our office is easily accessible by public transportation.

Workplace Flexibility: Flexible (for roles that have days that can be partially remote, e.g., being able to draft notes at home after going to the office/community in the morning). Dependent on program needs, you will be required to be in the community for at least 50% of the time.

What You Will Be Doing:

Attend and participate in daily team meetings and support team’s record-keeping procedure during the meeting as the team discusses clients’ clinical and case management issues and needs.
Provide support for the team in maintaining clients’ electronic health records (EHRs) to ensure compliance with the billing and licensing guidelines set forth by Medicaid, New York State Office of Mental Health (OMH), New York City Department of Health and Mental Hygiene (DOHMH), as well as CASES Policies and Procedures.
Maintain and update team’s program materials, including but not limited to: intake packet, program materials, team’s contact list, clients’ forms, etc..
Provide billing and Medicaid eligibility support, including but not limited to: weekly Medicaid eligibility checks, tracking and contacting Managed Care Organizations (MCOs) for prior authorizations, ensure entitlements information is up to date within clients’ EHRs.
Provide administrative support for the team by responding and triaging phone calls on team’s main program number, perform receptionist duties as needed and scheduled, maintaining office supplies, checking postal mail weekly, etc..
Maintain team’s petty cash and OMNY Cards inventories, including team Amex monthly reconciliation, and reconcile with Fiscal Department regularly.
Attend team’s administrative meetings and Program Assistants’ Meetings as scheduled.
Provide culturally competent services in accordance with CASES policies and practice.
Perform other duties as required by the Team Leader, ACT Leadership, and executive staff.

What We Are Looking For:

Bachelor’s degree preferred (BA, BS) or some college experience, or High School diploma with 7 years related work experience.
Exceptional communication, organization, and customer service skills.
Ability to operate with purpose, urgency, and accuracy in a fast-paced, deadline-driven environment while maintaining client confidentiality.
A team player and self-motivated.
Proficiency of Microsoft Office and willingness to learn new databases as needed.

Preferred Skills/Qualifications:

Some previous experience with Medicaid and Managed Care billing preferred.

Employee Benefits:

CASES cares about employee wellbeing, and we offer a comprehensive benefits package to support you and your family, including:

Medical
Dental
Vision
Vacation and Paid Time Off – starting at 25 days-off annually
12 Paid Holidays per year
Retirement 403b Competitive matching up to 6%
Employee Referral Program
Visit www.cases.org/careers/ to learn more about benefits offered by the CASES

Our Values

At CASES, we like to move with PURPOSE, which reflects our values:

PEOPLE| Hold people’s stories with dignity

UNITY| Commit to a shared mission

RESPECT| Celebrate the strength of diversity

PROGRESS| Always work to improve

OPTIMIZE| Make the best use of resources

SOLUTIONS| Work together to solve problems

EMPATHY| Seek to understand others