Administrative Assistant

Play a role in helping clients by serving in an administrative role!

Be the backbone of hope and healing. At Minnesota Adult & Teen Challenge, every role matters in helping people overcome addiction and find a new path forward. Whether you’re working directly with clients or supporting behind the scenes, your contributions make recovery possible. In return, we offer a values-driven workplace, supportive managers, and opportunities to grow. That commitment has earned us recognition from Newsweek as a Best Addiction Treatment Center and seven straight Star Tribune Top Workplace awards.

Provides administrative and clerical support to the Treatment Director, clinical team and program operations to ensure timely, accurate and compliant client record-keeping, scheduling and communication. Supports the delivery of safe, person-centered treatment services by maintaining client documentation, facilitating staff workflows, coordinating communications with referral sources and managing office resources.

• Client records and documentation management Maintain accurate, current client records in the electronic health record (Credible) and paper charting systems in accordance with program policies, DHS Rule 2960, and privacy/confidentiality requirements (HIPPA). This includes creating new client charts, ensuring standardized chart organization, closing/discharging charts, scanning/routing documents, and maintaining files for active and discharged clients. Monitor and update the client attendance/calendar system daily to reflect service delivery and support billing and clinical scheduling accuracy.
  
  Prepare, distribute, and file client forms, program materials (student handbooks, policy manuals), and correspondence to support program operations and regulatory compliance.

• Administrative coordination and communication Serve as a primary administrative point of contact for referral sources and treatment team members: notify referral sources of client admissions, obtain and forward required documentation to counselors, and coordinate requests for clinical records consistent with release of information. Manage incoming communication (telephone, voicemail, e-mail) and route inquiries to the appropriate staff in a timely and professional manner;
  Draft and prepare a routine letters, memos, and other correspondence. Schedule meeting rooms and coordinate logistical needs for treatment team meetings, training, and client related appointments. Provide orientation to all new hires and transfers.

• Staff Support and operational tasks Support payroll and personnel processes by collecting and submitting time cards, tracking paid time off and leaves of absences, and maintaining accurate staff and caseload lists for distribution to counselors. Maintain office and program supplies (including clinical/bedding supplies for residential/floor needs) ensuring adequate stock and timely reordering to support uninterrupted service delivery. Assemble client charts and other material necessary for admissions, intake, and treatment planning;
  Ensure clinical staff have required documentation for effective service delivery.

• Records quality, confidentiality and compliance Ensure documentation meets quality standards and regulatory requirements: perform routine document review to identify missing or incomplete items, elevate missing critical documentation to the treatment director or assigned clinician, and participate in corrective actions to resolve chart deficiencies. Protect client confidentiality and maintain compliance with state background study requirements (Minnesota Statue 245F/245I) and organizational policies for record keeping and staff clearance.