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Administrative Assistant- HCBS

Administrative Assistant- HCBS

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:  Home and Community Based Services Administrative Assistant

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

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

Location: Pollack Center- Ronkonkoma N.Y.


The HCBS Administrator Assistant will support and streamline both HCBS (Home and Community Based Services) and CPST (Community Psychiatric Support and Treatment) programs with operational support as directed by HCBS Program Director to ensure all aspects of services.


General Responsibilities


  • Field and monitor phone communication regarding HCBS inquiries and changes in scheduling and cancellations.
  • Prepare and track appointment/confirm schedules, necessary documentation such as outreach, lab and other test results,
  • Maintain access to agency designated electronic platforms and applications
  • Input data and informational notes into the Electronic Health Record
  • Track and maintain time sensitive program documentation including assessment documentation packets.
  • Electronic submission of prescriptions and obtaining prior authorization from insurance companies as indicated.
  • Maintain all files- New, Current, Inactive and Discharged
  • Maintain and submit Reports for agency vehicles, expense reports and client reporting
  • Support tasks specific to staff encounter forms, mileage forms and other reporting forms
  • Prepare and distribute materials for the weekly staff meetings
  • Ensure effective and timely written and verbal communication to persons and systems within the agency and outside the agency.
  • Facilitate communication between programs regarding crisis or other time sensitive issues.


  • 2+ years administrative support experience ( medical support preferred)
  • Bi-lingual English / Spanish is a plus. Stipend awarded for assessed and verified proficiency.
  • Excellent computer skills a must relating to excel spreadsheets and word documents.
  • Must be a reliable self-starter with the ability to work both independently and as part of a team.
  • Strong organizational and time management skills.

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

Kathy Elfers

Human Resources Director


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