Administrative Assistant ON CALL

Administrative Assistant On Call

Position Type On Call Category Administrative Support

Rate of Pay: $23.69 hourly

Shift: Monday-Friday 9am-5:30pm On Call/As Needed

Eligible Benefits: Paid Sick Time accrual of 1 hour per 30 hours worked, 403b retirement participation and employer match up to 5%, Access to the Employee Assistance Program

Job Summary

The part-time, on call Administrative Assistant serves as on-call administrative and front desk coverage to maintain continuity of office operations during scheduled or unscheduled absences of regular reception staff. This role serves as the first point of contact for program participants, visitors, and callers, managing reception activities with professionalism and discretion while supporting the administrative needs of the organization. Responsibilities include answering and routing incoming calls, greeting and assisting treatment participants and visitors, managing mail and deliveries, coordinating conference room scheduling, supporting intake coordination and scheduling, insurance verification and a variety of clerical and administrative tasks. The Administrative Assistant plays a key role in maintaining an organized, welcoming, and efficient office environment and supporting effective communication across the organization. This role requires flexibility, including the ability to respond to on-call coverage needs and accept shifts on short notice.

Essential Job Duties and Responsibilities

• Provide front desk and intake coverage during assigned or on-call shifts, including greeting and assisting visitors and program participants, answering and routing calls, and supporting a welcoming office environment.
• Perform intake coordination duties, including scheduling appointments, conducting reminder calls, verifying insurance eligibility, and ensuring required intake information and documentation are completed accurately and timely.
• Provide primary data entry and administrative support for business office functions, including MOTS, health records requests, and provider credentialing.
• Enter, update, and maintain accurate client demographic, insurance, and contact information within the Electronic Health Record (EHR) system.
• Access insurance payer portals to verify eligibility, document verification outcomes, and communicate coverage information to relevant staff.
• Maintain and manage provider schedules within EHR to support efficient and accurate service delivery.
• Document client inquiries, phone calls, insurance verification, and intake-related activities in the EHR in accordance with documentation standards.
• Perform general clerical and administrative duties, including photocopying, filing, faxing, scanning, and records management.
• Collaborate and communicate effectively with clinical staff, community partners, and internal teams regarding participant scheduling, intake status, and administrative needs.
• Provide a high level of professional service and values-based hospitality while safeguarding participant privacy and maintaining an atmosphere of dignity, safety, and trust.
• Adhere to organizational policies and procedures, confidentiality regulations, and all applicable federal and state behavioral health standards.

Experience, Knowledge, Skills and Abilities

The following are the minimum levels required to successfully perform the Essential Job Duties and Responsibilities.

• State ORCHARDS BCU background check clearance, required
• Prior experience with administrative and clerical duties, required
• Prior experience in a behavioral health or healthcare setting, including direct interaction with treatment participants, strongly preferred
• Spanish bilingual, strongly preferred
• Computer literacy; proficient ability with Microsoft applications including Excel, required
• Ability to manage and safeguard sensitive client information, including medical records and billing data, in compliance with privacy, confidentiality, and security requirements
• Exceptional written and verbal communication skills, with the ability to convey complex information clearly, professionally, and appropriately for diverse audiences
• Excellent organizational and time-management skills, with the ability to manage multiple priorities, adapt to shifting needs, and perform effectively in a fast-paced environment
• Demonstrated ability to establish and maintain clear professional boundaries while holding participants and staff accountable with compassion and consistency
• Strong communication, trauma-informed engagement, and conflict resolution skills, with the ability to navigate emotionally charged or complex situations
• Ability to remain calm, regulated, and exercise sound judgment in high-stress or crisis situations
• Demonstrated success working effectively with individuals from diverse backgrounds and contributing to an inclusive, respectful, and culturally responsive workplace environment
• Ability to communicate professionally and empathetically with staff, applicants, vendors, and regulatory partners while providing high-quality customer service

Working Conditions

Environment and Physical Requirements: This position is based in a standard office reception setting within BTC treatment sites and requires regular, on-site presence. The role involves frequent interaction with treatment participants, visitors, staff, and community partners, both in person and by phone. Work includes extensive computer use, data entry, scheduling, and other administrative tasks, as well as periods of sitting, standing, walking, and movement throughout the workday. The position may involve occasional movement between program or administrative areas and exposure to typical indoor office conditions. The employee must be able to lift, push, pull, and move files, office supplies, and equipment up to 15 pounds.

Emotional and Cognitive Demands: This role involves regular interaction with participants who may be experiencing emotional distress, crisis, or unpredictable behavior, requiring calm presence, sound judgment, and appropriate de-escalation while maintaining a welcoming and organized front desk environment. The position requires sustained emotional regulation, professionalism, and the ability to manage competing priorities such as reception duties, phone calls, scheduling, data entry, and intake coordination. This role must maintain professional boundaries, protect participant privacy, and follow safety protocols when responding to unexpected or escalated situations. The role requires adaptability, clear communication, and resilience when balancing administrative responsibilities with participant-facing support throughout the workday.

Position Type/Expected Hours of Work: This is a part-time, hourly non-exempt on-call position. Work hours vary based on coverage needs and typically include day shifts Monday through Friday. Scheduled hours fluctuate and generally do not exceed 25 hours per week, depending on operational demands. Occasional evening, weekend, or holiday shifts may also be required to support program operations.

Other Duties and Responsibilities: This job description is a summary of the essential duties and responsibilities for this job, and it does not necessarily represent an all-inclusive list of duties, responsibilities, tasks or procedures. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instruction or assignments. Nothing in this description restricts Bridges' right to assign or reassign duties at any time.

Accommodation Statement: Essential job duties and responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities. To perform the job successfully, an incumbent or applicant must possess the experience, knowledge, skills, and abilities to perform each essential duty and responsibility proficiently. If you require an accommodation in order to perform the essential duties and responsibilities of this job, please contact the Bridges to Change Human Resources Manager.

Bridges to Change is an Equal Opportunity Employer