Position Summary
The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of programs and office locations. This role is responsible for managing front office activities, scheduling appointments, maintaining confidential records, supporting staff and leadership, and delivering exceptional customer service to clients, families, community partners, and employees.
The ideal candidate is highly organized, detail-oriented, professional, and committed to supporting a mission-driven organization that serves individuals and families through behavioral health and community-based services.
Essential Duties and Responsibilities
Greet and assist clients, families, visitors, and community partners in a professional and welcoming manner.
Answer, screen, and direct incoming phone calls; take messages and respond to inquiries promptly.
Schedule appointments, meetings, trainings, and intake assessments.
Maintain confidential client and employee records in compliance with applicable privacy and confidentiality regulations.
Prepare, process, file, and distribute reports, correspondence, forms, and other documentation.
Monitor office supply inventory and coordinate ordering as needed.
Support onboarding and administrative processes for new employees.
Assist leadership with calendar management, meeting coordination, and special projects.
Enter, update, and maintain information in electronic record systems and databases.
Coordinate incoming and outgoing mail, packages, and deliveries.
Ensure smooth day-to-day office operations while maintaining a professional and welcoming environment.
Provide administrative support to program staff and facilitate effective interdepartmental communication.
Perform additional administrative duties and special projects as assigned.
Required:
High School Diploma or GED required.
Minimum of 1-2 years of administrative, clerical, receptionist, or office support experience.
Excellent verbal and written communication skills.
Strong organizational, multitasking, and time management abilities.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Ability to manage multiple priorities while maintaining accuracy and attention to detail.
Ability to handle confidential and sensitive information with professionalism and discretion.
Strong customer service skills with a professional and positive demeanor.
Preferred Qualifications
Experience supporting behavioral health, healthcare, nonprofit, or human services organizations.
Familiarity with electronic records systems or database management.
Bilingual communication skills are a plus.