Assistant Manager - 000HX - Sun 9AM-5PM, Mon 3PM-11PM, Tues 12PM-8PM, Wed 9AM-5PM, Thurs 11AM-7PM

Position Summary

As part of one of New York’s largest nonprofit health and human services organizations, you’ll join a team dedicated to compassion, inclusion, and excellence — helping individuals and families thrive every day.

Essential Accountabilities

• Compile monthly billing
• Record admissions and discharges, input into EHR along with insurance information
• Prepare letters to request medical records and client authorizations and maintain log of requests and records received
• Schedule psychiatrist appointments, if applicable
• Confirm group attendance
• Complete on call schedule, if applicable
• Complete transportation requests
• Compile list of missing progress notes weekly
• Update logs
• File documentation in charts/EHR
• Keep HER record up to date with consumer information
• Aid nursing staff with prior authorizations
• Collect necessary data and prepare reports
• Manage and operate petty cash and service dollars, document all cash transactions with receipts signed by clients upon receiving cash
• Type a variety of routine program correspondence (e.g., letters, memoranda, forms, grants, bills, applications, and reports)
• Receive, screen, take messages, or route incoming telephone calls to appropriate staff
• Respond to routine questions regarding the program
• Receive, read, sort, and distribute for example: incoming mail, phone messages, paychecks, metro cards
• Log and maintain accurate records of distributed materials
• Prepare outgoing mail for delivery
• Set up, organize, and/or maintain computerized and physical alphabetical, numerical, and/or chronological files used by program staff
• Control confidentiality of files, as necessary
• Send and receive faxes; make copies and perform other routine clerical duties
• Resolve routine problems; refer other matters to appropriate staff
• Attend designated meetings; take and accurately transcribe minutes and forward to supervisor
• Maintain inventory levels of office supplies; prepare requisitions; place approved orders; receive and stock supplies
• Collect and verify data; key data from a variety of source documents to update and maintain program files and records
• Generate routine computerized reports
• Maintain working environment in a safe and orderly manner
• Follow program and crisis intervention protocols, as needed
• Maintain a high level of confidentiality
• Participate in OMH approved/required ACT Orientations and Trainings

What You’ll Gain

• Compensation: Competitive hourly rate based on experience
• Robust Benefits: Medical, dental, vision, and 401k retirement plan (with matching)
• Work-Life Balance: Paid time off, holidays, and personal days
• Wellness Program: Free and low-cost gym and wellness access and support
• Training & Growth: Ongoing professional development and career advancement opportunities
• Meaningful Work: Direct impact on the lives of youth and their families
• Supportive Environment: A collaborative team that values your contributions

About WellLife Network

WellLife Network is one of the region’s most impactful nonprofit human services organizations, serving more than 25,000 individuals each year. Our work spans behavioral health, developmental disabilities, addiction recovery, housing, employment, and family support. We believe every person deserves dignity, respect, and the opportunity to thrive—and we reflect that in everything we do.

Qualifications

• Valid NYS driver’s license for at least 1 year
• Bachelor’s degree in Social Services or related field preferred, minimum Associate Degree required
• Experience in a supervisory position and/or experience working with DD populations