Administrative Assistant

Mental Health Association - Western MA • Chicopee, MA

88d • $20 - $20

About The Position

The Administrative Assistant will provide essential administrative support to the Integration & Community Living. This role is responsible for ensuring smooth and efficient administrative operations to facilitate the delivery of high-quality services. The Administrative Assistant is expected to bring prior experience in administrative tasks, with a background in medical services, case management, scheduling, or supply coordination being advantageous.

Requirements

• Strong ability to collaborate effectively with a diverse team.
• Excellent time management skills with the ability to handle multiple priorities simultaneously.
• Attention to detail in notetaking and adherence to established processes and procedures.
• High level of respect and professionalism when interacting with team members, vendors, and external contacts.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, OneNote). Knowledge of Access is a plus but not required.
• Ability to quickly learn new software, such as Complete Payroll, EHANA (electronic health record system), and RELIAS (online training portal).
• Competency with administrative tasks such as phone communication, scanning, emailing, and scheduling.
• Basic math skills for assisting with financial transaction auditing.
• Experience in creating forms, newsletters, reports, spreadsheets, and other administrative tools.

Responsibilities

• Maintain and organize employee compliance records and participant files (both physical and electronic).
• Develop and update forms, worksheets, and organizational tools.
• Coordinate with vendors for deliveries, purchases, and maintenance needs.
• Take and distribute meeting minutes, schedule meetings and appointments with departments, vendors, and external partners.
• Make reminder calls or texts to team members regarding appointments, trainings, and meetings.
• Serve as a liaison between departments and other administrative professionals.
• Manage schedules, assist with open positions, onboarding processes, and staff administrative training.
• Oversee participant consents, documentation deadlines, and compliance.
• Support daily administrative tasks such as copying, compiling reports, data entry, and scanning records.
• Follow up with doctors’ offices to ensure proper documentation is received.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (403B, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Long Term Disability

What This Job Offers

• Job Type: Full-time
• Number of Employees: 101-250 employees