Office Associate

Job Description

Job Description

Office Associate, Assertive Community Treatment

Schedule: Monday - Friday, 8:00 am to 4:30 pm

Annual Salary: $34,594

Our Purpose

Since 1971, Hampton-Newport News Community Services Board has provided the highest quality of behavioral health services to residents of the cities of Hampton and Newport News, Virginia, offering a comprehensive array of programs for both children and adults living with mental illness, developmental disabilities, and/or substance use disorders.

Assertive Community Treatment (ACT) is a team-based program of medical, behavioral health, and rehabilitative professionals who support individuals with severe and persistent mental illness, primarily schizophrenia, who require intensive services to remain stable. The goal of ACT is to reduce symptoms, prevent relapse, improve daily functioning and quality of life, increase community stability, reduce hospitalizations, and lessen the burden on families.

Position Summary

The Office Associate provides dependable front-office and administrative support so clinical teams can focus on client care. This role is central to maintaining clear communication, accurate records, and smooth daily office operations.

Key responsibilities include:
- Greet, screen, and route callers/visitors; provide information and appropriate referrals
- Coordinate appointments, meeting schedules, rooms, minutes, and division communications (including bulk mailings)
- Maintain filing systems; manage mail flow; order and track office supplies
- Complete typing/data entry for correspondence and reports; process confidential data and prepare replies
- Collect client fees and compile fee reports; run approved errands as needed

Required qualifications/skills:
- 1 year of clerical and/or customer service experience
- Strong Microsoft Office skills (Outlook, Word, Excel) and web-based tools (e.g., Zoom)
- Excellent written and verbal communication; healthcare experience preferred

If you take pride in accurate, courteous service and organized follow-through, we encourage you to apply. How Your Day Flows

You'll start your morning, preparing the reception area and reviewing the day's schedule. Throughout the day, you'll balance a steady stream of phone calls and walk-ins, helping people feel heard while keeping information organized and moving to the right staff. You'll update calendars, track documents, and keep routine communications on time. Midday often includes assembling materials for meetings and capturing notes for timely distribution. As the afternoon wraps up, you'll reconcile fee-related paperwork, sort incoming items, and reset priorities for the next business day (Monday-Friday, 8:00 a.m.-4:30 p.m.).

Benefits include:

• Medical, Dental, and Vision coverage
• Life Insurance
• Health Savings Account (HSA)
• Flexible Spending Account (FSA) options
• Annual and Sick Leave
• 11 Paid Holidays
• Virginia Retirement System (VRS)

The selected candidate must successfully pass a criminal history fingerprint background investigation, DMV record check, Child Registry search, drug screening test and employment reference checks.

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