What are the responsibilities and job description for the Administrative Assistant - Clinton, Illinois Office position at Heritage Behavioral Health Center?
Job Title: Administrative Assistant – Dewitt County, Illinois
Reports to: Administrative Director
Accountable to: Senior Administrative Director and Chief Operating Officer
Position Overview:
The Administrative Assistant –Clinton, Illinois Location serves as a vital point of contact for individuals seeking mental health and other services, ensuring a welcoming, professional, and trauma-informed experience. This role provides administrative support to programs from the Dewitt County Office while upholding principles of respect, safety, and collaboration.
Knowledge, Skills, and Abilities:
- Trauma-Informed Customer Service: Understanding of trauma-informed principles and ability to create a welcoming, safe, and supportive environment for clients and guests.
- Strong Interpersonal Skills: Ability to engage with clients, staff, and community partners with empathy, active listening, and professionalism.
- Crisis Sensitivity: Ability to remain calm, provide appropriate responses, and connect individuals to support when distress or crisis arises.
- Team Collaboration: Works effectively as part of an interdisciplinary team in a healthcare setting.
- Proficiency in Microsoft Office: Competence in Word, Excel, Outlook, and Teams, along with electronic health records.
- Attention to Detail & Organization: Ability to manage scheduling, reminders, data entry, and document organization with accuracy.
- Adaptability: Comfortable navigating ambiguity, change, and evolving program needs in a dynamic integrated health environment.
- Reliability and Attendance: Demonstrated record of strong, dependable attendance.
- Independent and Team-Based Work: Proven ability to work effectively both as part of a team and independently.
- HIPAA Knowledge and Confidentiality: Knowledge of HIPAA requirements and the ability to protect confidential client information in accordance with organizational policies and applicable regulations.
Core Responsibilities:
- Frontline Engagement: Warmly greet individuals presenting for services, answer inquiries, and provide trauma-informed customer service.
- Communication Hub: Facilitate smooth communication between clients, providers, and program staff to enhance service delivery.
- Resource Connection: Provide clients with information about available internal and community-based resources.
- Administrative Support: Assist with various administrative tasks.
- Office Coordination: Maintain an organized workspace, assist in monitoring sufficient office supplies, and handle filing, copying, and scanning.
- Client Scheduling: Coordinate and schedule client appointments with multiple providers, ensuring accurate and timely communication of appointment information.
- Client and Billing Records: Maintain accurate, complete, and up-to-date client files and billing information while safeguarding confidentiality.
Education and/or Licensure Requirements:
- High school diploma or equivalent.
- A valid driver's license, reliable means of transportation, and proof of automobile insurance coverage are required.
- Prior experience in a mental health, social services, or healthcare setting preferred.