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Jobs at Sheltering Arms Children and Family Services, Inc.

Administrative Assistant

Location: Bronx, NY

Department: Medicaid Redesign Services

Type: Full Time

Min. Experience: Experienced

Sheltering Arms strengthens the education, wellbeing, and development of high-need children, adults, and families across the New York metro area. We serve nearly 20,000 people a year from the South Bronx to Far Rockaway. Through compassion, innovation, and partnership, we respond to our community’s greatest needs and enable individuals to reach the greatest heights of their potential. Joining our team is an opportunity to collaborate with hundreds of dedicated colleagues who represent diverse backgrounds and talents as we work together to make a measurable impact for our neighbors in need. Every role at Sheltering Arms brings with it new opportunities for advancement and development so that team members can achieve their professional goals while helping others reach for theirs.  

Job Summary

Care Management is service model whereby all of an individual's caregivers communicate and interface so that the patient's needs are addressed in a comprehensive manner. This is done primarily through a "Care Manager" who oversees and provides access to all of the services an individual needs to assure that they receive everything necessary to stay healthy, out of the emergency room and out of the hospital.

The Administrative Assistant is responsible for providing administrative and secretarial support for the director and department. In addition to typing, filing and scheduling, performs duties such as record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload. 

Responsibilities and Duties

  • Works closely with director and members of the care management team in coordinating clients’ service of care.
  • Schedules and organizes activities such as meetings, travel, conferences and department activities for all members of the department. 
  • Manages electronic health records system, engages in data entry, and maintenance as needed.
  • Establishes, develops, maintains and updates case records for the department. Retrieves information and case records when needed.
  • Organizes and prioritizes large volumes of information and calls.
  • Sorts and distributes mail. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
  • Acts as a liaison with other departments and outside agencies, including high-level staff. Handles confidential and non-routine information and explains policies when necessary.
  • Works independently and within a team on special nonrecurring and ongoing projects.
  • Appropriate and professional management of all communications systems, including, but not restricted to: telephones, interoffice mail, memoranda, faxing/mailing require documentations to state agencies.

Qualifications and Skills

  • High School Diploma required, Bachelor degree preferred.
  • 2+ years of administrative experience in a fast-paced environment.
  • Excellent writing, organizational, and verbal communication skills.
  • Strong knowledge of MS Office (Word, Excel, Outlook, PowerPoint) and Google Applications.
  • Prior experience with Medicaid Service Coordination a plus.
  • Bilingual a plus.​​

It is the policy of Sheltering Arms that the Agency wholly complies with the equal treatment of all employees and applicants for employment without unlawful discrimination as to an individual’s perceived or actual race, creed, color, national origin, alienate, citizenship status, gender, gender identity, age, disability, marital status, partnership status, sexual orientation, ethnicity, religion, or veteran status in all employment decisions, including but not limited to recruitment, hiring, compensation, training and apprenticeship, promotion, upgrading, demotion, downgrading, transfer, layoff and termination and all other terms and conditions of employment.

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