Housing Administrative Assistant

The Administrative Assistant – Housing & Specialty Programs provides comprehensive administrative, client-service, housing, financial, and program support for Claratel Behavioral Health’s housing and specialty programs. This position serves as a central point of coordination among clients, Case Managers, supervisors, landlords/property managers, DBHDD, Medical Records, Finance/Payables, front desk staff, and other internal and external partners.

The Administrative Assistant maintains accurate client and program records; supports admissions, enrollment, inspections, renewals, funding documentation, and program communications; and helps ensure timely completion of program requirements. The position requires strong organization, confidentiality, customer service, attention to detail, and the ability to manage multiple priorities and time-sensitive requests.

• Contact clients regarding Case Manager and other assigned staff changes.
• When staff leave the program, retrieve the employee’s active caseload from the appropriate reporting system, contact assigned clients to identify urgent needs, inform clients of pending Case Manager reassignment, and document contacts and concerns.
• Enter appropriate front desk and/or client record notes following client contacts.
• Ensure required assessment dates occur before the client’s first Case Manager appointment.
• Maintain professional, courteous, and confidential communication with clients, families, landlords, staff, providers, and community partners.

• Monitor admission, authorization, enrollment, and supporting documentation requirements and confirm Case Manager engagement begins after required authorization and enrollment processes are completed.
• Maintain accurate Specialty Program Enrollment information, including lease dates, voucher types, landlord/property information, and other information required for census and Specialty Enrollment reporting.
• Assist with identifying Georgia Housing Voucher (GHV) renewal and packet status.
• Support completion and tracking of income forms and financial investigations when required information is unavailable through established systems or program records.
• Monitor renewal status and packet completion and submit completed/updated packets to Medical Records.
• Maintain complete, accurate, organized, and timely program documentation.

• Support approved internal referral processes for Claratel programs when applicable.
• Track referrals from receipt through admission, transfer, denial, or other final disposition.
• Communicate with appropriate staff regarding missing documentation or actions necessary to move referrals forward.

• Assist with tenant admission, discharge, transfer, tenant agreement, renewal, annual income verification, and other required housing eligibility documentation.
• Document housing-related client contacts and encounters.
• Assist program leadership with tracking vacancies, occupancy, funding requirements, and housing program status.
• Coordinate with appropriate staff regarding housing concerns, tenant documentation, and required follow-up.

• Submit housing inspection requests and monitor inspection status, results, deficiencies, and required follow-up.
• Assist supervisors and managers with DBHDD spreadsheets, rosters, census reports, and other information requests.
• Compile client and housing information needed for recurring DBHDD meetings and time-sensitive, large-scale information requests.
• Monitor renewal status and packet completion.
• Communicate with landlords, clients, Case Managers, and program leadership regarding inspections, renewals, missing…