Admin Assistant II Hourly

When someone walks through the doors of WCMHS — or calls our main line — you are the first person they meet. As our Administrative Assistant II, you will be the welcoming and reassuring voice that sets the tone for their experience. This role sits at the heart of day to day operations at one of our program or building locations. Front desk reception, phone and email communication are your primary focus, but you will also keep records organized, schedules running and your team supported. It is a dynamic environment calls come in, clients arrive and priorities shift. We are looking for someone who stays calm, organized and detail-focused through it all. And because you will handle sensitive information, discretion is essential: you will honor confidentiality requirements like HIPAA and 42 CFR Part 2 in everything you do.

Summary of Duties

• Greet clients, visitors, families, vendors, and community partners warmly and professionally. Answer incoming calls promptly as the site's primary operator.
• Maintain electronic and paper files that are accurate, current and available to authorized staff.
• Enter and update information in agency systems (EHR and other platforms) accurately and on time.
• Where applicable: Take meeting notes, prepare meeting materials and support new staff onboarding.
• Maintain calendars for staff, teams, and shared spaces — scheduling appointments, meetings and interviews. Coordinate meeting rooms, virtual meeting links and other meeting logistics.
• Support staff with routine administrative requests and participate in team meetings.
• Provide alternate coverage for other administrative staff; where applicable, serve as a floater for other locations.
  
  

• High school diploma or equivalent required; an associate degree in office administration, business or a related field is preferred.
• At least one year of administrative, reception or office support experience, two or more years preferred.
• Experience with electronic health records (EHR) systems and the Microsoft Office suite beneficial.
• Strong customer service skills including the ability to interact with clients who might be in crisis and to de-escalate situations per agency procedures.
• Knowledge of or ability to quickly learn confidentiality requirements, including HIPAA and 42 CFR Part 2.