Administrative Assistant III - Community Residential Services

We are seeking a highly organized, dependable, and professional administrative assistant to support our Assertive Community Treatment (ACT) team. ACT is an intensive, community-based behavioral health program based out of the Gartlan Center serving individuals living with serious mental illness, including schizophrenia, bipolar disorder, and co-occurring substance use disorders.

This position serves as the first point of contact for individuals receiving services onsite and provides critical administrative and operational support to the ACT team. Requires daily interaction with individuals who may be experiencing psychiatric symptoms or substance use-related challenges. The ability to maintain a safe, welcoming, and professional reception environment is essential.

This role participates in team meetings and supports program operations, compliance, documentation, data management, and coordination with internal departments and external vendors. It is a fast-paced, team-oriented position, ideal for someone who thrives in a structured yet dynamic behavioral health environment, has the ability to maintain confidentiality and professionalism, and possesses strong organizational and multitasking skills.

Key Responsibilities:
Client & Public Interaction

• Provide professional, compassionate front-desk support to individuals experiencing symptoms of serious mental illness
• Maintain a safe and welcoming reception area
• Complete in-person registration using the electronic health record (EHR), including collecting ID, insurance, income verification, and required signatures
• Respond to phone calls and walk-in inquiries with professionalism and discretion

• Utilize electronic health record (EHR) systems for data entry and client registration
• Ensure adherence to HIPAA rules and confidentiality standards
• Maintain accurate, timely documentation in compliance with Medicaid and licensing requirements
• Support data collection efforts, including experience with systems such as Credible and HMIS

• Provide administrative support during ACT team meetings
• Facilitate communication among multidisciplinary team members
• Prepare reports, spreadsheets, presentations, and correspondence using Microsoft Teams, Word, Outlook, Excel, PowerPoint, and Visio
• Assist with hardware/software troubleshooting and coordinate with IT, Communications, Facilities, Vehicle Services, and other vendors as needed

• Assist with program expenditures, including credit card reconciliation
• Support basic bookkeeping functions and payment processing
• Track and monitor supply procurement and vendor coordination

• Maintain accuracy in detailed work despite interruptions, shifting priorities, and urgent client or staff needs
• Manage competing responsibilities in a fast-paced environment
• Participate in problem-solving and continuous process improvement efforts

• Excellent written and verbal communication
• High attention to detail and accuracy
• Ability to prioritize in a fast-paced clinical environment
• Team-oriented with strong interpersonal skills
• Commitment to recovery-oriented services

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)
General Financial Duties

• Uses spreadsheets or databases to organize information and produce standard reports;
• Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval;
• May approve some disbursement forms;
• Compiles and maintains monthly, quarterly, semi-annual, and annual totals, reports, and financial statements;
• Explains fiscal rules and procedures to employees to ensure uniform application.

• Sets up accounts through corporate systems;
• Reconciles ledgers;
• Prepares status reports;
• Gathers data for use by others in preparing budget;
• Prepares transfer vouchers and interfund billing;
• Monitors external accounts for discrepancies.

• Prepares wide variety of accounting forms;
• Reconciles daily receipts or accounts receivable/payable;
• Identifies discrepancies and makes corrections;
• Collects required documents;
• Prepares and authorizes expense vouchers and/or invoices within limited authorization levels.

• Verifies requests for goods and services against county contracts and funding sources;
• Orders goods or services and follows up/resolves discrepancies and ensures delivery;
• Authorizes requests for goods and services in corporate systems;
• Ensures appropriate routing and approval of purchase requests.

• Maintains calendar(s);
• Schedules meetings;
• Makes and cancels appointments;
• Schedules rooms for classes, meetings, conferences, etc.;
• Coordinates audiovisual, training equipment, refreshment requests;
• Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.

• Composes routine correspondence on behalf of the executive/work unit head.

• Provides administrative support and implements procedures;
• May supervise others;
• Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;
• Trains and orients new employees;
• Provides and explains relevant policies and procedures.

• Composes routine correspondence on behalf of the executive/work unit head.

• Schedule appointments;
• Explains departmental policy/procedure but does not interpret them;
• Responds to inquiries that require referencing a variety of sources and utilizing
• knowledge of the department/county operations.

• Keys/types complex documents (e.g., technical);
• Proofs spelling and grammar;
• Uses multiple software packages to prepare equations, statistics, tables and/or presentations;
• Compiles reports from edited drafts;
• Uses macros and templates developed by others.

• Performs data entry with some knowledge of department/work unit/program;
• Manipulates screens for additional entries;
• Generates routine reports;
• Creates simple spreadsheets;
• Maintains databases.

• Compiles routine factual/numerical reports using readily available information.

• Processes pay adjustments;
• Transmits on-line T&As;
• Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries;
• Performs payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips);
• Trains new employees on how to do on-line time.

• Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs);
• Provides basic new employee benefits information;
• Explains routine personnel policies and procedures;
• Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management;
• Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

• Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas;
• Significant nonstandard skill/knowledge is required involving production of an end product such as a report.

• Basic skills in the use of Microsoft Word.

• Basic math skills.

• Basic skills in the use of applicable Microsoft Office Suite software.

• Ability to write simple documents.

• Ability to process and integrate complex data.

• Ability to establish and maintain effective working relationships with both external and internal contacts.

• Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least three functions (e.g., create shells, accounts payable processing).

• Ability to perform routineHuman Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).

• Ability to maintain confidentiality and be sensitive to political issues.

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and two years of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, a Child Protective Services Registry check, a driving record check, and sanction screening to the satisfaction of the employer. A TB screening upon hire.
This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies.)

PREFERRED QUALIFICATIONS:

• Experience in behavioral health or healthcare settings
• Experience with Electronic Health Records or other data collection systems
• Experience managing program expenditures or basic bookkeeping
• Experience coordinating with internal support departments and outside vendors
• Experience with Medicaid documentation standard
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, Visio)