Administrative Assistant

Administrative AssistantThe Administrative Assistant provides essential clerical, technical, and customer service support to the HHS Community Programs Division. This position serves as a primary contact for callers, visitors, staff, and community partners, ensuring clear communication and efficient daily operations. Responsibilities include preparing and processing documents, performing data entry across multiple software systems, coordinating meetings and records, assisting with Release of Information requests, and supporting program staff with PPS and SmartCare functions. The role also provides cross-coverage for Reception and other administrative areas and requires strong organizational skills, confidentiality, accuracy, and the ability to adapt to changing processes and program needs.Essential DutiesProvide administrative and clerical support to Behavioral Health Division in the assigned reporting unit: Outpatient Services, Children and Family Resource Unit or Case Management/ Crisis Unit, and other assigned program areas.Serve as a primary point of contact for callers and visitors; answer and direct phone calls, greet clients, provide routine program information, and route individuals to appropriate staff or services.Receive, sort, and distribute incoming and outgoing mail, interoffice materials, and confidential program correspondence.Perform data entry across multiple systems—including SmartCare, PPS, SurveyMonkey, Google Suite, and quarterly/annual reporting requirements.Maintain accurate client records, complete enrollment and closing in SmartCare, scanning, ensuring compliance with reporting unit procedures, and updating reporting units caseload spreadsheets,Create, edit, and prepare correspondence, reports, case notes, and documents through transcription, handwritten materials, email, or internal systems; ensure accuracy, professionalism, and confidentiality.Schedule and coordinate meetings, maintain conference room calendars, prepare agendas, distribute materials, attend meetings, and take minutes for assigned committees and workgroups.Build and maintain electronic surveys and forms using SurveyMonkey, Google Forms, and similar platforms; support special projects requiring new processes, workflows, or department technologies.Support the department's paperless records system through scanning, indexing, filing, and maintaining organized electronic and physical files.Provide cross-coverage for the other administrative roles, requiring broad understanding of multiple HHS operational areas.Operate and maintain office equipment including scanners, copiers, printers, prepare work orders and print requests.Assist with departmental events, trainings, and special projects by preparing documents, coordinating logistics, handling communications, and completing assigned administrative tasks.Perform other duties as assigned to support Behavioral Health Division operations and ensure efficient functioning of the department.Reporting Unit Specific Essential Functions:Children and Family Resource UnitProvide administrative and clerical support to the Children and Family Resource Unit's programs: Children's Long Terms Support Waiver (CLTS), Birth to Three (B to 3) and Children's Community Options Program (CCOP).Enter and update service and case management authorizations. Run and review the daily SmartCare to ForwardHealth report. Upload reports into external systems to receive approval and prior authorization numbers. Prepare and send weekly Letters of Authorization to providers for approved client services.Enter and update purchase authorizations. Troubleshoot invoice discrepancies and ensure each client has an approved authorization in place.Answer initial phone calls for CLTS, CCS, and B3 programs referrals. Accept referral information and route to the appropriate program.Outpatient Services UnitProvide administrative and clerical support to the Outpatient Services Unit's programs: Mental Health and Substance Use Treatment Center, Impaired Driver Program (IDP), and Treatment Court.Support the IDP Assessor in completing the IDP assessment process: receive and process intake paperwork, request police reports, process assessment results, distribute Driver's Safety Plans (DSP), process completion paperwork, track non compliance and complete associated non compliance documentation, receive and file court orders, mail five-day DSP warning letters.Update Treatment Court Data in CORE application.Complete data entry of Behavioral Health Quality of Life (QOL) survey.Case Management UnitProvide administrative and clerical support to the Case Management Unit's programs: Comprehensive Community Services (CCS), Community Support Program (CSP), Targeted Case Management (TCM) and Crisis Services.Process Chapter 51 Commitment Paperwork and track deadlines for upcoming status letters and commitment expiration paperwork. Communicate with the corresponding case manager in order to assure timely completion of paperwork for court. Maintain updated Commitment paperwork, flags, and life event updates within SmartCare electronic health record.Process the daily jail list and ensure the corresponding case manager and applicable staff receive notification of consumer arrests.QualificationsMinimum Education: High school diploma or equivalent required. Additional coursework or certification in administrative support, office management or a related field preferred. Minimum Experience: Two (2) years of experience in an office or administrative support setting required; A combination of education and experience may be considered. Demonstrates strong knowledge of business terminology, office procedures, and standard administrative practices, including proficiency with common office equipment and digital tools. Proficiency with relevant software applications, including internet applications, and department-specific systems such as SmartCare, PPS, SurveyMonkey, and Google Workspace. Computer literacy with the ability to quickly learn new software, adapt to updated workflows, and troubleshoot basic system issues. Knowledge of administrative and clerical procedures, including document preparation, record management, scanning/indexing, and professional office practices. Strong verbal and written communication skills, including clear, professional, and respectful communication with clients, staff, community partners, and individuals who may be in crisis. Demonstrated accuracy in spelling, grammar, data entry, and preparation of professional correspondence and documentation. Effective planning, organizing, and time-management skills with the ability to balance multiple tasks, deadlines, and frequent interruptions. Experience with information and communication management, including maintaining confidential electronic and paper records in compliance with departmental and legal requirements. Ability to understand and follow oral and written instructions with accuracy, timeliness, and attention to detail. Ability to maintain strict confidentiality and practice discretion when handling sensitive client information, court documents, or medical records. Strong interpersonal skills, including the ability to work effectively with diverse populations, engage with individuals in distress, and demonstrate tact, patience, and empathy. Customer-service orientation and the ability to serve as a helpful, professional point of contact for callers, visitors, and program participants. Demonstrated reliability, initiative, problem-solving ability, and sound judgment in completing assignments and supporting program operations. Ability to tolerate and manage stress, adapt to changing priorities, and remain composed in a fast-paced human services environment. Ability to accept supervision, respond constructively to feedback, and work collaboratively as an engaged team member.Work Environment & Physical RequirementsWork is performed primarily in an office environment with frequent interaction with staff, clients, community partners, and the general public.Requires frequent sitting, talking, hearing, and use of hands to type, file, handle documents, and operate office equipment.Occasional standing, walking, bending, reaching, and lifting or moving objects weighing up to 25 pounds.Vision requirements include close vision, color vision, and the ability to adjust focus when reading documents and viewing computer screens.Must be able to maintain focus, accuracy, and professionalism in a busy environment with frequent interruptions, shifting priorities, and simultaneous demands.Requires sufficient manual dexterity and coordination to operate telephones, computers, copiers, scanners, and other standard office equipment.Work hours may occasionally include evenings or adjusted schedules to meet department needs.Risk of blood-borne pathogen exposure is considered low.