Program Assistant

Join the Nathaniel Assertive Community Treatment (ACT) Team, a multi-disciplinary, alternative-to-incarceration (ATI) program providing evidence-based, mobile, community mental health treatment. This program supports individuals aged 18 and up with serious mental illnesses, co-occurring substance use disorders, high utilization of emergency/crisis services, and criminal legal involvement in Manhattan or Brooklyn courts. The Nathaniel ACT Team focuses on intensive outpatient treatment to help clients maintain stability in the community and successfully complete their ATI mandates.

About the role

The Program Assistant is an integral staff member of the ACT team, providing administrative, fiscal, and billing support. This role ensures the smooth and effective functioning of the team by collaborating closely with the Team Leader, maintaining communication with ACT team members, and supporting administrative and billing responsibilities with flexibility, teamwork, and strong organizational skills.

Responsibilities

• Attend and participate in daily team meetings, supporting record-keeping as the team discusses clients’ clinical and case management issues and needs.
• Support the team in maintaining clients’ electronic health records (EHRs) to ensure compliance with billing and licensing guidelines set by Medicaid, New York State Office of Mental Health (OMH), New York City Department of Health and Mental Hygiene (DOHMH), and CASES policies and procedures.
• Maintain and update team program materials, including intake packets, program documents, team contact lists, and client forms.
• Provide billing and Medicaid eligibility support, such as weekly Medicaid eligibility checks, tracking and contacting Managed Care Organizations (MCOs) for prior authorizations, and ensuring entitlements information is up-to-date in clients’ EHRs.
• Provide administrative support, including conducting regular re-arrest checks for clients with ATI mandates, triaging phone calls on the team’s main program number, performing receptionist duties as needed, maintaining office supplies, and checking postal mail weekly.
• Maintain team petty cash and OMNY Cards inventories, reconcile the team Amex monthly, and coordinate with the Fiscal Department regularly.
• Attend team 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.
• Conduct physical outreach visits in the community at least 80% of the time.

Requirements

• Bachelor’s degree preferred (BA, BS) or some college experience, or a High School diploma with 7 years of 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.
• Team player and self-motivated.
• Proficiency in Microsoft Office and willingness to learn new databases as needed.

Preferred Qualifications

• Some previous experience with Medicaid and Managed Care billing.
• Fluency in Spanish.
• Individuals with lived experience are encouraged to apply.

Benefits

• Medical, dental, and vision coverage.
• Vacation and Paid Time Off – starting at 25 days annually.
• 12 paid holidays per year.
• Retirement 403b with competitive matching up to 6%.
• Employee Referral Program.

Pay

$49,173 per year.

Schedule

Full-time, Monday – Friday, 9:00 AM – 5:00 PM (35 hours per week excluding breaks). On-site at 25 Chapel Street, Brooklyn, NY 11201. The office is easily accessible by public transportation.