Administrative Assistant

Nutley Family Service Bureau, Inc.

Administrative Assistant (Part-time)

Organization Description: Nutley Family Service Bureau, Inc. (NFSB) is a private not-for-profit organization that was established in 1913. The organization has a long history of commitment to service, leadership and excellence in community-based services. NFSB's mission is to strengthen the social and emotional well-being of individuals and families through affordable mental health counseling and social service programs.Since 2025, NFSB has received accreditation from the Council on Accreditation (COA). NFSB is also licensed by the State of New Jersey to operate and provide Mental Health Outpatient Services. Our accreditation and licensure are a testament to the quality of the services we offer. Some of the services we provide are:

· Individual, Couples, Family and Group Counseling

· Psychiatric Evaluation and Medication Monitoring

· Case Management Services

· Food Pantry Services

· School-Based Services

· Specialized Resource, Referral and Education Services

· Volunteer Program

· Thrift Stores.

Position Overview: The Administrative Assistant (Part-Time) is responsible for a variety of clerical office duties related to telephone management, receiving clients, insurance/billing, electronic record management, scheduling, and administrative support, as necessary. Ensure that the client visit is a well-coordinated and friendly experience.

Position: Administrative Assistant (Part-Time)

Reports to: Business Office Manager

Location: 155 and 169 Chestnut Street, Nutley NJ

Hours: 4-8PM, 20 hours/week Non-Exempt Monday – Friday

FLSA Status: Exempt. This position does/does not have direct oversight of any positions within the organization.

Major Duties:

• Call insurance companies to verify insurance eligibility.
• Schedule and confirm client appointments.
• Answer telephone calls promptly and courteously.
• Collect co-pays or outstanding balances on the date of service.
• Compile and record medical records request, reports, and correspondence.
• Greet visitors, ascertain the purpose of visit, and direct them to appropriate staff.
• Instruct and assist clients to complete documents, and forms such as intake and insurance forms.
• Processes requests for client information according to policies and procedures.
• Ensure communication and collaboration with clinical program staff and interns to serve clients and other customers to the best of their ability.
• Understand and follow all policies and procedures of the Clinical program and NFSB.
• Carry out other duties as assigned by the Business Office Manager.

Qualifications:

• High School Diploma, Associates preferred.
• Knowledge of insurance billing and coding.
• Ability to work flexible hours including evenings.
• Strong written and oral communication skills.
• Must be reliable and consistent with punctuality to work.
• Must have an attitude of friendliness and be able to communicate with all levels within the Clinical program and NFSB.
• Proficiency in computer skills, especially using Outlook, Word, Excel, and customized databases. Ideally with experience working with electronic medical records.
• Commitment to maintain confidentiality.
• Understanding of organization's mission and culture and the ability to maintain appropriate boundaries with staff and clients in all circumstances.
• Awareness and sensitivity to the cultures represented by the organization.
• Good inter-personal skills, ability to relate well with people from a variety of socioeconomic and cultural groups.

Job Type: Part-time

Work Location: In person

Job Type: Part-time

Pay: $20.00 per hour

Expected hours: 20 per week

Work Location: In person