Administrative Assistant 2

Minimum Starting Hourly Rate: $15.90/hr

Maximum Starting Hourly Rate - Dependent on Qualifications

Benefits

• Health
• Dental
• Vision
• Life Insurance
• Generous Paid Time Off - 7.69 hrs per pay period
• 10 Observed Company Paid Holidays
• 8 Hours Annual Volunteer Time Off
• Retirement Plan w/ 6% Employer Contribution
• Employee Assistance Program

GENERAL DESCRIPTION

Performs complex (journey-level) administrative support work. Work involves providing internal administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides front desk and customer service support in person, by telephone, and through written communication, including check-in/check-out of consumers, complaint resolution, and verification of required documentation (e.g., treatment plans, eligibility, and insurance status).
• Performs general administrative duties, including filing, maintaining records, answering and routing phone calls, and managing office supplies.
• Prepares, edits, and distributes correspondence, reports, forms, and other documents.
• Performs data entry and maintains accurate agency and medical records; processes requests for release of information in accordance with applicable policies and regulations.
• Utilizes electronic systems to enter, access, and maintain data and documentation.
• Reviews records for accuracy and completeness and recommends updates or improvements to forms and processes.
• Processes incoming and outgoing mail, including distribution, tracking, and maintaining related records (e.g., postage, registered mail, and packages).
• Receives and processes client payments, ensuring accuracy, accountability, and compliance with agency financial procedures.
• Maintains accurate and up-to-date schedules and appointments to support timely service delivery.
• Assists with service eligibility processes, including completion of financial assessments with consumers, as assigned.
• Assists with onboarding and training of staff, as assigned.
• Provides information and assistance to consumers, staff, and the public regarding program services, forms, and procedures.
• Maintains confidentiality of client and program information in accordance with HIPAA and Center policies.
• Ensures all duties are performed in compliance with agency policies and applicable federal and state regulations.
• Completes required training and continuing education to maintain competency and support consistency across program procedures.
• Performs other related duties as assigned to support departmental and organizational needs.

GENERAL QUALIFICATIONS

EXPERIENCE AND EDUCATION

• Experience in clerical work is preferred.
• Graduation from a standard senior high school or equivalent is required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Understanding of Center and program terminology; office and HIPAA procedures; and basic grammar, spelling, and arithmetic.
• Proficiency with personal computers, standard office equipment, and Microsoft Office applications (e.g., Word, Excel).
• Ability to prepare and maintain accurate records, files, and reports.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Applies trauma-informed care principles, including cultural sensitivity, within the scope of the role.
• Demonstrates professional, ethical, and respectful conduct consistent with Center policies.

RELATIONSHIP SKILLS

• Extensive internal and external customer service contact is required. The employee must demonstrate strong written and verbal communication skills while maintaining a professional and positive image.
• Works cooperatively with supervisors, coworkers, individuals served, and external partners to support a team-oriented, customer focused environment.
• Demonstrates professionalism, tact, and sound judgment in all interactions.
• Plans, prioritizes, and completes work efficiently with minimal supervision.
• Maintains behavior consistent with Center values, policies, and a problem solving, trust building workplace.

ADDITIONAL REQUIREMENTS

• Must have and maintain a valid driver's license with a driving record approved by the Center's insurance carrier.
• Regular attendance and reliability are essential to Center operations and are required to perform the essential functions of this position. Employees are expected to adhere to established work schedules, attendance policies, and call-in procedures. Excessive absenteeism or tardiness may result in disciplinary action, up to and including termination, in accordance with Center policies.
• All staff are required to participate in agency Emergency Preparedness and Environmental Safety programs and may be designated by their department as essential staff during critical events or to support business continuity.
• This position may require temporary or permanent reassignment to any Center facility based on operational or program needs.
• All work must be performed within scheduled work hours. Non-exempt (hourly) employees are prohibited from performing work off the clock.

WORK ENVIRONMENT AND FUNCTIONAL REQUIREMENTS

This position requires the ability to:

• Sit, stand, and walk for extended periods of time.
• See, hear, and communicate effectively to perform job duties.
• Use a computer, telephone, and standard office equipment for prolonged periods.
• Perform repetitive tasks such as typing, filing, and data entry.
• Lift and/or move up to 15 pounds.
• Interact frequently with consumers, staff, and the public in a professional and customer focused manner.
• Respond appropriately to challenging or unpredictable situations, including safely de-escalating and managing interactions with individuals who may exhibit verbally or physically escalated behavior, in accordance with training and Center policies.
• Ability to perform the essential functions of the position safely and effectively, including maintaining professionalism, sound judgment, appropriate interpersonal interactions, concentration, and the ability to respond appropriately in stressful or crisis situations, with or without reasonable accommodation.
• Work in an environment with frequent interruptions and changing priorities.
• Perform the essential functions of the position, with or without reasonable accommodation, in accordance with the Americans with Disabilities Act (ADA).

AT-WILL EMPLOYMENT STATEMENT

Employment with Central Counties Services is at-will. This means that either the employee or the Center may terminate the employment relationship at any time, with or without notice, and with or without cause, subject to applicable law. Nothing in this job description or any other policy, procedure, or communication should be construed as creating a contract of employment or altering the at-will nature of employment.

EQUAL OPPORTUNITY EMPLOYER

Central Counties Services is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity Employer, making decisions without regard to race, color, ethnicity, national origin, sex, sexual orientation, gender identity, religion, age, disability, veteran status, genetic information, or any other characteristic protected by state or federal law.