Housing Administrative Assistant - 228402

Claratel Behavioral Health•Stone Mountain, GA

3d•Onsite

About The Position

The Housing Administrative Assistant provides comprehensive administrative, client-service, housing, financial, and program support for Claratel Behavioral Health’s housing and specialty programs. The role serves as a coordination point among clients, Case Managers, supervisors, landlords and property managers, DBHDD, Medical Records, Finance/Payables, front desk staff, and other internal and external partners. It maintains accurate records and supports admissions, enrollment, inspections, renewals, funding documentation, and program communications to help ensure program requirements are completed on time. The position calls for strong organization, confidentiality, customer service, attention to detail, and the ability to manage multiple priorities and time-sensitive requests. It is primarily performed in an office and behavioral health program environment during regular business hours. Occasional local travel, schedule flexibility, or after-hours support may be required based on program needs, deadlines, meetings, or urgent housing and client matters. Performance is evaluated on documentation accuracy and timeliness, communication and follow-through, meeting reporting and funding deadlines, confidentiality, and support for housing and program operations. Pre-employment drug screening and a successful criminal history background check are required.

Requirements

High school diploma or equivalent required.
Excellent written and verbal communication, customer service, and interpersonal skills.
Strong organizational, time-management, problem-solving, and follow-through skills.
Strong attention to detail and ability to manage multiple priorities and short deadlines.
Ability to communicate professionally with clients experiencing behavioral health challenges.
Ability to work independently and collaboratively while maintaining confidential client and organizational information.
Proficiency with Microsoft Outlook, Word, Excel, and Teams, and shared-drive systems.
Ability to learn and use Zendesk, GAMMIS, DBHDD systems, electronic health records, reporting systems, and other program databases.
Ability to maintain accurate spreadsheets, tracking systems, and reports, and identify and follow up on missing information.
Ability to work effectively with clients, landlords, government agencies, community partners, and multidisciplinary staff.
Successful completion of a pre-employment drug screening and criminal history background check.

Nice To Haves

Associate or bachelor’s degree in business administration, healthcare administration, human services, social services, or a related field.
Minimum of two years of administrative, healthcare, behavioral health, housing, property management, social services, or related program-support experience.
Experience supporting HUD, DBHDD, Medicaid, housing, behavioral health, or other publicly funded programs.
Experience with client records, eligibility systems, program reporting, or financial documentation.
Professionalism and discretion, initiative and accountability, dependability, strong follow-through, flexibility and adaptability, problem-solving, ability to prioritize urgent client and program needs, ability to work in a fast-paced environment, commitment to client-centered services, and collaboration across clinical, housing, administrative, and financial teams.

Responsibilities

Contact clients about Case Manager and other assigned staff changes; retrieve an employee’s active caseload when staff leave, identify urgent client needs, communicate pending reassignment, document contacts and concerns, and enter appropriate notes.
Ensure required assessment dates occur before a client’s first Case Manager appointment and maintain professional, courteous, confidential communications with clients, families, landlords, staff, providers, and community partners.
Monitor admission, authorization, enrollment, and supporting-documentation requirements, and confirm Case Manager engagement begins after required processes are completed.
Maintain Specialty Program Enrollment information, including lease dates, voucher types, landlord/property details, and census and enrollment reporting information; assist with identifying Georgia Housing Voucher renewal and packet status.
Support income forms and financial investigations when required information is unavailable through established systems or program records; monitor renewal and packet completion and submit completed or updated packets to Medical Records.
Maintain complete, accurate, organized, and timely program documentation.
Support approved internal referrals; track referrals from receipt through admission, transfer, denial, or other final disposition; communicate missing documentation and actions needed to move referrals forward.
Assist with tenant admissions, discharges, transfers, tenant agreements, renewals, annual income verification, and other housing eligibility documentation; document housing-related client contacts and encounters.
Help program leadership track vacancies, occupancy, funding requirements, and housing program status; coordinate housing concerns, tenant documentation, and follow-up with appropriate staff.
Submit housing inspection requests and monitor status, results, deficiencies, and follow-up; assist with DBHDD spreadsheets, rosters, census reports, meeting information, and time-sensitive information requests.
Communicate with landlords, clients, Case Managers, and program leadership regarding inspections, renewals, missing documentation, and other housing requirements.
Monitor assigned Zendesk tickets, notify responsible staff of required actions, include appropriate staff in follow-up, monitor and respond to the [email protected] inbox, route communications to appropriate staff, and track time-sensitive follow-up.
Complete monthly insurance verification for assigned clients; verify Medicaid/insurance eligibility through GAMMIS, coordinate resolution of discrepancies or missing information, and document verification.
Maintain and update the Housing/Specialty Programs staff directory; update and distribute the On-Call list each Monday, coordinate changes to the designated on-call telephone number, save dated current documents to the designated J Drive location, and ensure relevant staff have current directories and routing instructions.
Maintain accurate Crisis/HSP On-Call information in Teams and other designated platforms; ensure staff have current hotline coverage information and accurately communicate the designated HSP/Crisis Hotline.
Prepare and submit the Claratel monthly roster by the established deadline on the 10th; coordinate appropriate staff participation in DBHDD meetings and prepare requested client, apartment, inspection, funding, packet, and operational updates.
Complete Bridge Funding requests in accordance with DBHDD requirements; monitor designated HSP Team A and HSP Team B mailboxes, track outstanding documents and approvals, and follow up with DBHDD and internal staff.
Coordinate with DeKalb Payables regarding payment processing and troubleshooting; track outstanding payments and discrepancies; follow up on reimbursement requests and prepare or track required G3 documentation.
Coordinate payment card requests for approved client needs and confirm required receipts, approvals, and supporting documentation; assist with grant- and funding-related expenditure and receivable documentation.
Maintain spreadsheets, tracking logs, program rosters, census information, and administrative databases; review records for missing, expired, or inconsistent information and assist management in monitoring program operations.
Prepare information for weekly and monthly operational meetings; assist with special reports, audits, quality reviews, and time-sensitive information requests; protect confidential information in accordance with HIPAA, Claratel policies, DBHDD requirements, and applicable program requirements.
Maintain organized electronic and program files; assist with special projects and administrative assignments; coordinate information across departments; participate in staff meetings and required training; support revised workflows and procedures; maintain knowledge of applicable administrative requirements; perform other duties as assigned.