Administrative Assistant

Position: Administrative Assistant 2 - 1593
Minimum Starting Hourly Rate: $15.90/hr Maximum Starting Hourly Rate - Dependent on Qualifications Benefits Health Dental Vision Life  Insurance Generous Paid Time Off - 7.69 hrs per pay period
10 Observed Company Paid Holidays8 Hours Annual Volunteer Time Off Retirement Plan w/ 6% Employer Contribution Employee Assistance Program GENERAL DESCRIPTION Performs complex (journey-level) administrative support work. Work involves providing internal administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

ESSENTIAL DUTIES AND RESPONSIBILITIES Provides front desk and customer service support in person, by telephone, and through written communication, including check-in/check-out of consumers, complaint resolution, and verification of required documentation (e.g., treatment plans, eligibility, and insurance status).Performs general administrative duties, including filing, maintaining records, answering and routing phone calls, and managing office supplies.

Prepares, edits, and distributes correspondence, reports, forms, and other documents.

Performs data entry and maintains accurate agency and medical records; processes requests for release of information in accordance with applicable policies and regulations.

Utilizes electronic systems to enter, access, and maintain data and documentation.

Reviews records for accuracy and completeness and recommends updates or improvements to forms and processes.

Processes incoming and outgoing mail, including distribution, tracking, and maintaining related records (e.g., postage, registered mail, and packages).Receives and processes client payments, ensuring accuracy, accountability, and compliance with agency financial procedures.

Maintains accurate and up-to-date schedules and appointments to support timely service delivery.

Assists with service eligibility processes, including completion of financial assessments with consumers, as assigned.

Assists with onboarding and training of staff, as assigned.

Provides information and assistance to consumers, staff, and the public regarding program services, forms, and procedures.

Maintains confidentiality of client and program information in accordance with HIPAA and Center policies.

Ensures all duties are performed in compliance with agency policies and applicable federal and state regulations.

Completes required training and continuing education to maintain competency and support consistency across program procedures.

Performs other related duties as assigned to support departmental and organizational needs.

GENERAL QUALIFICATIONS EXPERIENCE AND EDUCATION Experience in clerical work is preferred.

Graduation from a standard senior high school or equivalent is required.

KNOWLEDGE, SKILLS, AND ABILITIESUnderstanding of Center and program terminology; office and HIPAA procedures; and basic grammar, spelling, and arithmetic.

Proficiency with personal computers, standard office equipment, and Microsoft Office applications (e.g., Word, Excel).Ability to prepare and maintain accurate records, files, and reports.

Ability to maintain confidentiality and handle sensitive information appropriately.

Applies trauma-informed care principles, including cultural sensitivity, within the scope of the role.

Demonstrates professional, ethical, and respectful conduct consistent with Center policies.

RELATIONSHIP SKILLS Extensive internal and external customer service contact is required. The employee must demonstrate strong written and verbal communication skills while maintaining a professional and positive image.

Works cooperatively with supervisors, coworkers, individuals served, and external partners to support a team-oriented, customer focused environment.

Demonstrates professionalism, tact, and sound judgment in all interactions.

Plans, prioritizes, and completes work efficiently with minimal supervision.

Maintains behavior consistent with Center values, policies, and a problem solving, trust building workplace.

ADDITIONAL…