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Administrative Assistant for Children’s Care Management Program

Administrative Assistant for Children’s Care Management Program

Salary: $40,000 per year

Hours: 37.5 hours per week

Location: Ronkonkoma, NY

Availability: Immediate

Position Description:


Mission Statement: “To empower and inspire people of all communities to identify, pursue and sustain healthy, meaningful lives”.


MHAW strives to develop an authentic, diverse workforce that embraces, creates, respects and demonstrates diversity, equity, and inclusiveness in the work environment, towards one another and those we serve. We recognize that our agency is strongest when we all embrace the full spectrum of diversity and experience.  We actively seek to employ a diverse workforce representative of the communities we serve.


MHAW is a pro-vaccination agency, and has required all staff to be fully vaccinated and encourages service recipients to be vaccinated against Covid-19.


Position:   Administrative Assistant for Children’s Care Management Program

Salary:      $40,000 per year with excellent benefits.

Hours:      8:30 am to 4:30pm, (Onsite – Monday through Friday)

Location: Ronkonkoma N.Y.

The Administrative Assistant shall assist and support the activities and responsibilities of the Children’s Care Management Program in order to ensure the successful accomplishment of the program’s responsibilities and the agency’s overall mission:

General Responsibilities

  • Maintaining client records including constructing new files, transferring closed clients’ charts to storage, tracking closed charts and maintaining the file room to ensure that it is well organized.
  • Filing paper forms in client records and scanning and uploading documents into computer platforms.    
  • Complete mailing of letters to clients as requested
  • Maintain the confidentiality of their personal and clinical information.
  • Ensure reception area is inviting and orderly.
    • Greet all individuals (i.e. prospective/active clients, visitors, professionals) in a friendly and professional manner both in-person and on the telephone.
    • Answer and transfer incoming and outgoing calls promptly in a manner that is customer-friendly, engaging and accommodating to the caller. Assist with the maintenance of office supplies, kitchen supplies, water delivery, shred bin, postage, etc. for Care Management Operations.
  • Attend staff meetings/annual trainings as required.
  • Assist in the distribution of keys for and the maintenance of the fleet of cars for the department.
  • Occasional evening and/or weekend hours as required to meet established escalation requirements (evening/weekend calls).
  • Data entry in electronic health records
    • Completion of all data entry tasks, in Cerner and/or HH EHR to add, update and maintain information associated with potential and enrolled clients (i.e. adding and/or updating demographic information and client assignment, Progress Notes).
  • Ensure that clients’ records are accurate and complete (i.e. includes all assessments, authorizations for disclosure of protected health information, demographic/insurance information, backup documentation supporting HH eligibility, etc.)
  • Verify Medicaid eligibility
  • Accurate completion, audit and submission of daily encounter logs to reflect completed activities of the day.
  • Inventory, organize and maintain program materials, brochures, intake/outreach packets, client charts, etc.
  • Regular communication with CCM Leadership staff and Care Management Outreach and Engagement Data Coordinator
  • Utilization of Cerner, ePaces, MCOs, PSYCKES, client charts, and Health Home electronic health records database, etc.
  • Communicate any issues, concerns, priority client situations, building issues and any other relevant program issues to supervisor

The successful candidate should possess the following skills and abilities:

  • 2+ years administrative support experience
  • Excellent computer skills
  • Detail-orientated, strong organizational and time management skills
  • Must be a reliable self-starter with the ability to work both independently and as part of a team
  • Bi-Lingual Spanish a plus



Send a resume and cover letter expressing your interest in this position to:


Kathy Elfers

Human Resources Director



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