Administrative Assistant - DeWitt

Job Description

Job Description

Job Title: Administrative Assistant – Dewitt Location

Reports to: Administrative Director 

Accountable to: Senior Administrative Director and Chief Operating Officer

Position Overview:

The Administrative Assistant – Dewitt Location serves as a vital point of contact for individuals seeking mental health and other services, ensuring a welcoming, professional, and trauma-informed experience. This role provides administrative support to programs from the Dewitt County Office while upholding principles of respect, safety, and collaboration.

Knowledge, Skills, and Abilities:

• Trauma-Informed Customer Service: Understanding of trauma-informed principles and ability to create a welcoming, safe, and supportive environment for clients and guests.
• Strong Interpersonal Skills: Ability to engage with clients, staff, and community partners with empathy, active listening, and professionalism.
• Crisis Sensitivity: Ability to remain calm, provide appropriate responses, and connect individuals to support when distress or crisis arises.
• Team Collaboration: Works effectively as part of an interdisciplinary team in a healthcare setting.
• Proficiency in Microsoft Office: Competence in Word, Excel, Outlook, and Teams, along with electronic health records.
• Attention to Detail & Organization: Ability to manage scheduling, reminders, data entry, and document organization with accuracy.
• Adaptability: Comfortable navigating ambiguity, change, and evolving program needs in a dynamic integrated health environment.
• Reliability and Attendance: Demonstrated record of strong, dependable attendance.
• Independent and Team-Based Work: Proven ability to work effectively both as part of a team and independently.
• HIPAA Knowledge and Confidentiality: Knowledge of HIPAA requirements and the ability to protect confidential client information in accordance with organizational policies and applicable regulations.

Core Responsibilities:

• Frontline Engagement: Warmly greet individuals presenting for services, answer inquiries, and provide trauma-informed customer service.
• Communication Hub: Facilitate smooth communication between clients, providers, and program staff to enhance service delivery.
• Resource Connection: Provide clients with information about available internal and community-based resources.
• Administrative Support: Assist with various administrative tasks.
• Office Coordination: Maintain an organized workspace, assist in monitoring sufficient office supplies, and handle filing, copying, and scanning.
• Client Scheduling: Coordinate and schedule client appointments with multiple providers, ensuring accurate and timely communication of appointment information.
• Client and Billing Records: Maintain accurate, complete, and up-to-date client files and billing information while safeguarding confidentiality.

Education and/or Licensure Requirements:

• High school diploma or equivalent.
• A valid driver's license, reliable means of transportation, and proof of automobile insurance coverage are required.
• Prior experience in a mental health, social services, or healthcare setting preferred.