Administrative Assistant

Mental Health Association - Western MA•Springfield, MA

13d•$19 - $21

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. The role involves communicating with clients, staff, and external vendors while ensuring 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 in a structured and supportive environment. The program has locations in Springfield and Holyoke, and a multidisciplinary team supports residents’ recovery, personal growth, long-term stability, and aftercare planning.

Requirements

Experience in customer service, front desk coordination, and administrative support.
Skill in verifying insurance, preparing billing, and data entry.
Proficiency with electronic health record systems and general computer applications.
Strong organizational, communication, and time management skills.
Ability to collaborate with diverse teams and external partners.

Nice To Haves

Valid driver's license, safe and reliable vehicle, and acceptable driving record preferred.
Bilingual in English and Spanish preferred.

Responsibilities

Register new individuals seeking services in 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 administrative documentation meets regulatory standards and deadlines.
Collaborate with the Program Director and Fiscal Department on third-party billing, coding, and documentation.
Work effectively with members of the interdisciplinary team.
Participate in agency licensing and accreditation processes.