Overview

The Behavioral Health (BH) Administrative Assistant is responsible for providing administrative and office support to a program/s within the Behavioral Health Division of YOU, Inc. General duties include reception and customer service; secretarial tasks such as typing, filing and scheduling; data entry; administrative financial record keeping; coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. The position involves being able to maintain confidentiality, HIPAA regulations and other sensitive information. Independent judgment is required to plan, prioritize and organize multiple priorities and organize office in a streamlined and efficient manner.

Responsibilities

• Provides administrative support to the program/department, includes reception, clerical tasks, data entry, office organization, processing of reports, and/or other special projects as assigned. May have primary responsibility for specific administrative area/duty.

• Provides coverage of reception/visitor area, and as such greets visitors, answers telephone calls and other reception duties. Ensures that the public spaces of the program/department are neat, tidy, and clean. Reports any building maintenance issues and needs to the appropriate manager.

• Performs necessary data processing functions related to the program/department, including, but not limited to, maintaining and updating electronic files and other documentation, developing reports and enter data in electronic record-keeping systems. Produce Department/Agency data and reports as requested.• Responsible for daily administrative tasks, such as filing, sorting mail, ordering office supplies, making copies and faxing, and preparing for meetings. Coordinate events as needed and schedule activities.

• Create documents using WORD, EXCEL, PowerPoint or other management software.• Maintain positive and collaborative relationships and rapport internally and externally.• Attend all supervisions and meetings as assigned.

Qualifications

• Excellent organizational skills, attention to detail, and timeliness. Thorough and clear oral and written communication skills.• Demonstrated ability to exercise discretion, confidentiality, collaboration, ethics, appropriate boundaries and good judgment. Demonstrated ability to seek out supervision and consultation as needed. • Positive interpersonal skills and ability to work effectively with others.• Excellent computer skills with competency in Outlook, Calendar, WORD, EXCEL, PowerPoint and use navigation of the internet.• Proof of a valid unrestricted driver’s license, acceptable driving record, and reliable personal transportation to fulfill essential job functions is required. Privately owned vehicle has current and valid state registration and safety inspection sticker, is safe, and is insured according to the minimum state requirements (pertaining to bodily injury and liability). As per Massachusetts state law, driving under the influence of any substance is against the law, prohibited, and may be grounds for immediate termination.• Knowledge of mental health, educational, developmental care, child welfare, and/or juvenile justice systems preferable.

Physical Requirements

• Must be able to perform sedentary aspects of position, including, but not limited to desk and computer work, typing, driving to meetings and trainings, with or without accommodations.