Administrative Assistant

Job Description 

Job Title:                      Administrative Assistant            

Department:                   Mental Health Programs

Reports to:                       Senior Program Assistant

Date Posting:                  June 30, 2025

Date Available:              Currently Available

Salary Range:                  $40,000 - $45,000

Work Hours:                    Monday – Friday 

Standard hours are 9am-5pm, with two evenings per week scheduled from 12pm – 8pm to support late clinic hours.    

Location                      In-person

Deadline to Apply:      July 28, 2025

To apply:  Submit a resume and cover letter with qualification to Yamileks Nunez,

Senior Program Assistant at ynunez@hispanicfamilyservicesny.org

About Coalition for Hispanic Family Services (CHFS): 

CHFS is a community- based, family-focused organization of color providing an array of services to children and families in North Brooklyn and Western Queens. For over 34 years, CHFS has worked with vulnerable populations that include children in foster care, seriously emotionally disturbed children, youth, and families at risk of abuse and neglect. Our strength-based model also supports progressive youth development programs, family support services and community school partnerships, The provision of accessible, high-quality family focused services to families of color is central to our holistic approach of strengthening families in a culturally competent manner. Our family- centered work serves to strengthen communities one family at a time.

About Program:

This position supports several distinct OMH Licensed and Medicaid-enrolled programs servicing children and families.  These include: an OMH-Mental Health Outpatient Treatment and Rehabilitative Services (MHOTRS), Children’s Community Residence (CCR) and a Children and Family Treatment and Support Services (CFTSS). And, where applicable, support functions related to an Article29-I licensed health facility, which is a reimbursable healthcare and behavioral health services to children in foster care, including treatment planning, care coordination, and documentation support. While each program operates under its own license, they work collaboratively to provide a coordinated, trauma-informed system of care that supports children’s emotional, behavioral, and developmental needs. 

The Administrative Assistant plays a key role in facilitating communication, maintaining documentation, and ensuring smooth day-today operations across these interconnected programs. 

POSITION SUMMARY:  

The Administrative Assistant provides essential clerical and organizational support to a multidisciplinary team delivering behavioral health services to children and families across multiple licensed programs. This includes day-to-day administrative operations for an OMH licensed outpatient clinic, a Children’s Community Resident (CCR), a CFTSS program, and, where applicable, an Article 29-I health facility. 

Responsibilities:

• Serve as the first point of contact for the program, greeting clients, staff and visitors in a profession and supportive manner.
• Manage calendars and coordinate appointments for clinicians, supervisors, and client services. 
• Support intake and admission processes by organizing documentation and verifying that required forms are completed. 
• Maintain confidential client files in accordance with HIPAA and agency policy, both in physical and electronic health records (EHR)
• Prepare reports, correspondence, and meeting materials for program staff and leadership.
• Track and follow up on documentation requirements (e.g., consents, treatment plan due dates, incident reports)
• Assist with billing and date entry as needed to support Medicaid or grant compliance.
• Monitor office supplies and equipment and coordination purchases or repairs.
• Organize program meetings, trainings and events, including preparing agendas and taking minutes.
• Communicate effectively with internal departments (HR, Finance, Quality Assurance) to support program operations.
• Participate in audits and assist with regulatory or accreditation reviews (e.g., OMH, OCFS, Medicaid)
• Support special projects, policy implementation or quality improvement initiatives. 

Qualifications:

• High school diploma or equivalent required.
• Minimum 2 years of administrative experience, preferably in a health mental health, or social services setting.
• Proficient in Microsoft Office Suite (Word, Excel, Teams) and basic data entry. 
• Strong organizational skills and attention to detail. 
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Excellent interpersonal and communication skills.
• Ability to work independently and collaboratively in a fast-paced environment. 
• Bilingual Spanish/English preferred
• Understanding and appreciation of the roles of race, religion, ethnicity, sexual preference
• and individual values as they relate to servicing clients and families.

Preferred but not required

• Familiarity with EHR systems (e.g., Carelogic, Evolve)
• Knowledge of mental health documentation, Medicaid requirements, or state licensing standards (e.g., OMH, Article 29-I)

Employee Benefits:

• Health insurance
• Dental insurance
• Vision Insurance
• Life insurance
• 401k (with employer match)
• Flexible spending account
• Paid vacation/sick/holidays

Coalition for Hispanic Family Services is an

Equal Opportunity Employer committed to diversity

In the workplace across all employment opportunities.