Administrative Assistant

Basic Function: The Secondary Response Team (SRT)-Administrative Assistant will provide high-priority support to the Secondary Response Team Manager and other SRT Leadership, including scheduling, calendar management, and meeting coordination. Additionally, they will offer day-to-day administrative support to the team, preparing documents and reports as needed. In this role, they will also provide program information and respond to inquiries in a professional and efficient manner, manage incoming calls, and direct them to the appropriate staff. The Administrative Assistant will coordinate and manage appointment schedules for staff to ensure efficient time management, will perform various data entry tasks and will handle general office duties in a collaborative team environment.  An additional function of this role includes making sure any office that houses SRT staff is welcoming and always organized.  The Assistant will adhere to and enforce in-office safety protocols to maintain a secure and safe work environment, and provide support across different work areas as needed, contributing to the overall success of the team.  The role will include supporting multiple sites as needed.

Reporting Relationship:

Reports to: SRT Manager

Supervises (Position Title): None

Principal Duties/Responsibilities:

• Administrative Support: Provide high-priority administrative support to the Secondary Response Team Manager, and Secondary Response Team staff including scheduling, calendar management, and meeting

       SRT Program Support:

• Provide program information, education, and support to client
• Coordinate client appointments, ensuring they are scheduled in the electronic health record (EHR).
• Verify client eligibility for services and insurance
• Provide reminder calls to clients and families about upcoming
• Notify clinical staff as needed about scheduled
• Send outreach and discharge letters to families that are non-compliant with services.
• Discharge cases from the EHR as needed.

  Schedule Coordination:

• Coordinate schedules of availability with clinical staff and update information in designated repositories (within the EHR or in cloud-based files).
• Assist in maintaining the schedules of staff, ensuring efficient time management and meeting coordination.

 Office Support:

• Perform various data entry tasks, office management duties, and general administrative functions in a collaborative team environment.
• Take inventory and identify shortages of office supplies and order those supplies as needed.
• Ensure signage, certificates, and program information are appropriately displayed in common areas as directed.

·       Document Creation & Data Management:

• Create and manage documents in Microsoft Word, Excel, Adobe, and cloud-based repositories including Universal Intake and Secondary Response Team (SRT) Screening Forms.
• Obtain and update demographic information and ensure all necessary documents are properly stored.
• Enroll and re-enroll consumers, ensuring all applicable information in the electronic health record system.
• Enter consumer information obtained from documentation received from consumer’s Case Transfer from external agencies.

·       Safety & Security:

• Adhere to and enforce in-office safety protocols to maintain a secure and safe work environment.
• Report incidents or violations related to health and safety to immediate supervisors and management.

·       Reception Management:

• Display professionalism and represent the organization in a professional manner.
• Receive and screen incoming calls, take messages, and respond to inquiries using independent judgment.
• Greet and direct clients and other callers, relaying program information as appropriate.
• Provide telephone and front-door coverage to ensure access during normal operating hours.
• Conduct safety screening for all entrants into the building as needed.
• Oversee and maintain the reception areas at multiple office sites, ensuring they are welcoming, organized, and efficient.

• Multi-Site Support: Provide administrative support across multiple office locations, ensuring smooth operations at all sites.
• Compliance: Maintain confidentiality and comply with all HIPAA rules and regulations.

Qualifications:

• High School diploma or equivalent is required. Associates or Bachelor's Degree is preferred.
• Proven experience as an administrative assistant or in a similar administrative support role.
• Strong organizational and time-management skills with the ability to handle multiple tasks simultaneously.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe, and cloud-based document management systems.
• Experience working with multi-line phone systems and office equipment (copiers, postage machines, fax machines, etc.).
• Ability to interact professionally with staff, clients, and visitors at all levels.
• Flexibility to work across multiple sites as required.
• Strong attention to detail, problem-solving skills, and a proactive approach to tasks.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Professional demeanor and ability to represent the organization effectively.

Preferred:

• Experience supporting executives or office management.
• Bilingual in Spanish and English (verbal and written proficiency).
• Familiarity with electronic health record systems (EHR) and appointment scheduling.
• Experience with data entry or database management.

• Fulltime Role

  Compensation

  52000 Annually

  Benefits

  • Paid vacation
  • Paid Sick Time
  • 12 Paid Holidays
  • Medical
  • Dental
  • Vision
  • 403(b) Plan  
  • Life Insurance
  • Long-term & short-term disability
  • Employee assistance program (EAP)
  • Family medical leave
  • Tuition reimbursement
    

  Benefit options and eligibility vary by Fulltime and Part-time positions. Compensation within the posted salary range varies based on factors including, but not limited to, experience, skills, education, and performance at the time of the offer.

  Knowledge/Skills/Abilities (K/S/A):

  • This position requires the individual demonstrate the experiences, beliefs, attitude and awareness that indicate cultural sensitivity to the client population served.
  • This position requires the individual possess the ability to partner with clients individually and/or in family to help them mobilize resources and build resilience.
  • This position requires the individual possess the ability to coordinate effectively with other team members, other Agency resources and outside services in addressing client needs.
  • This position requires the individual possess an understanding of evidence-informed practices, engagement strategies, boundary setting, concurrent documentation, working in a community setting, organizing, motivational interviewing, and family systems.
  • Must be familiar with the operation of but not limited to: desktop computer systems, cell phone, laptop, notebook, netbook, and tablet type devices knowledge of community resources and ability to use a variety of applications on a computer
  • Staff are expected to have the ability to work remotely from home if necessary, and with Supervisory approval. Safety Protocols while at the office and within the community are to be strictly adhered.

Mental/Physical Demands: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Work requires prolonged concentration using a computer in analyzing and manipulating data. While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand and walk. The employee must lift and/or move up to 10 pounds and occasionally life and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.

Environmental Conditions: Staff are expected to have the ability to work remotely from home if necessary, and with Supervisory approval. Safety Protocols while at the office and within the community are to be strictly adhered.

This description documents the general contents and requirements of the job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. The principal duties and responsibilities shown are all essential functions except for those indicated with an asterisk (*). The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions