Administrative Assistant

Great Opportunity to Join a Dynamic and Highly Respected Team!

About PYHIT (Peter Young Housing Industries and Treatment)

Mission and Values

Peter Young Housing, Industries, and Treatment (PYHIT) is a reputable and committed nonprofit 501(c)(3). PYHIT and its staff serve the impoverished, the addicted, and the socially disenfranchised in many communities.

Peter Young Housing, Industries, and Treatment, offers a wide range of substance abuse treatment services, vocational, educational and employment training programs, as well as aftercare housing. This results in giving program participants the tools to reintegrate back into the community as dignified, productive and contributing members of society.

PYHIT’s Values

• We are patient-oriented
• We operate with honesty and integrity
• We treat everyone with mutual respect and sensitivity, recognizing the importance of diversity
• We are accountable to patients, employees and providers
• We are committed to quality, motivation and excellence
• We communicate openly and frequently

Position Summary

The Administrative Assistant serves as the first point of contact for clients, visitors, and staff at the Eleanor Young Outpatient Clinic (EYOC). This position provides administrative, clerical, and customer service support to ensure the efficient operation of the outpatient addiction treatment program. The Administrative Assistant is responsible for managing front desk operations, scheduling appointments, maintaining client records, assisting with documentation, and supporting clinical and administrative staff in delivering high-quality services to individuals seeking recovery and treatment.

Essential Duties and ResponsibilitiesReception and Client Services

• Greet clients, visitors, and vendors in a professional, respectful, and trauma-informed manner.
• Answer and direct incoming telephone calls, take messages, and respond to routine inquiries.
• Assist clients with check-in and check-out procedures.
• Schedule, confirm, and modify appointments for counselors, medical staff, and program services.
• Monitor waiting areas to maintain a welcoming and organized environment.
• Provide information regarding clinic services, hours of operation, and program requirements.

Administrative Support

• Maintain and organize client files in accordance with agency policies and confidentiality requirements.
• Enter and update client demographic and service information in electronic health record systems and databases.
• Prepare, scan, copy, file, and distribute documents as needed.
• Assist with data collection, reporting, and record maintenance.
• Monitor office supply inventory and coordinate ordering of necessary supplies.
• Support staff with correspondence, scheduling, meeting preparation, and other clerical duties.

Compliance and Confidentiality

• Maintain strict confidentiality of client and agency information in accordance with HIPAA, 42 CFR Part 2, and agency policies.
• Ensure client documentation is handled securely and accurately.
• Assist with maintaining compliance-related records and administrative documentation.
• Support quality assurance and audit preparation activities as requested.

Financial and Billing Support

• Collect and document client payments, copays, and fees as applicable.
• Assist with insurance verification and administrative billing functions when assigned.
• Prepare receipts and maintain accurate records of transactions.

Program Support

• Coordinate incoming and outgoing mail and deliveries.
• Assist with special projects, events, trainings, and program initiatives.
• Maintain professional communication with community partners, referral sources, and stakeholders.
• Perform other duties as assigned by clinic leadership.

QualificationsEducation

• High School Diploma or GED required.
• Associate's degree in Business Administration, Human Services, Healthcare Administration, or a related field preferred.

Experience

• Minimum of one (1) year of administrative, clerical, customer service, or office support experience required.
• Experience in healthcare, behavioral health, substance use treatment, or human services settings preferred.
• Experience working with electronic health records (EHR) systems preferred.

Knowledge, Skills, and Abilities

• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Ability to work effectively with diverse populations, including individuals experiencing substance use disorders and co-occurring challenges.
• Strong attention to detail and accuracy.
• Ability to manage multiple tasks in a fast-paced environment.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to use standard office equipment, including computers, telephones, copiers, and scanners.
• Ability to lift and carry up to 20 pounds occasionally.

Work Environment

This position operates in a professional outpatient treatment clinic environment. The Administrative Assistant may interact with clients experiencing substance use, mental health, or social challenges and must maintain professionalism, empathy, and appropriate boundaries at all times.

Pay: $16.00 - $19.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $16 - $19