Administrative Assistant

Western MA•Springfield, MA

8h•Onsite

About The Position

The Administrative Assistant supports the management team in a residential rehabilitation setting by coordinating office operations, managing billing processes, registering individuals for services, and maintaining records in an electronic health system. This role involves direct communication with clients, staff, and external vendors, while ensuring that administrative and compliance tasks are completed in a timely, organized, and professional manner. The GRIT program at MHA provides residential rehabilitation for individuals with substance use challenges and co-occurring mental health conditions. Residents participate in individualized counseling, recovery-focused programming, and community activities such as education, job training, or employment, all within a structured and supportive environment. With locations in Springfield (men’s programs) and Holyoke (LGBTQIA+ program), GRIT combines the comforts of home with access to vital resources. A skilled, multidisciplinary team works closely with each resident to support recovery, personal growth, and long-term stability, while creating personalized aftercare plans for a successful return to the community.

Requirements

Valid driver's license, safe and reliable vehicle, and acceptable driving record preferred
Experience in customer service, front desk coordination, and administrative support
Skilled in verifying insurance, billing preparation, and data entry
Proficient with electronic health record systems and general computer applications
Strong organizational, communication, and time management skills
Ability to work collaboratively with diverse teams and external partners
Bilingual in English/Spanish preferred

Responsibilities

Register new individuals seeking services into the electronic health record system.
Coordinate with vendors regarding deliveries, purchases, and maintenance.
Schedule meetings and appointments with internal departments and external contacts.
Take and distribute meeting minutes as needed.
Verify insurance eligibility using online and telephone systems.
Prepare, enter, and submit billing data accurately and on time.
Act as a liaison between departments and administrative professionals.
Provide administrative training and support to supervisors and staff.
Compile reports, make copies, and manage physical and digital data.
Scan and upload documentation to electronic systems in a timely manner.
Ensure all administrative documentation meets regulatory standards and deadlines.
Collaborate with the Program Director and Fiscal Department to manage third-party billing, coding, and documentation.
Work effectively with members of the interdisciplinary team.
Actively participate in agency licensing and accreditation processes.