Housing Administrative Assistant - 228402

Claratel Behavioral Health•Stone Mountain, GA

3d•Onsite

About The Position

The Administrative Assistant – Housing & Specialty Programs provides comprehensive administrative, client-service, housing, financial, and program support for Claratel Behavioral Health’s housing and specialty programs. The position is a central point of coordination 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 client and program records and supports admissions, enrollment, inspections, renewals, funding documentation, and program communications to help ensure program requirements are completed on time. The role requires 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, responsiveness, meeting reporting and funding deadlines, tracking outstanding items, confidentiality, support of program operations, and follow-through.

Requirements

High school diploma or equivalent required.
Proficiency with Microsoft Office applications, particularly Outlook, Excel, Word, and Teams.
Excellent written and verbal communication, customer service, and interpersonal skills.
Strong organizational, time-management, problem-solving, and follow-through skills; 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.
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.

Nice To Haves

Associate or bachelor’s degree in business administration, healthcare administration, human services, social services, or a related field.
At least 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, effectiveness in a fast-paced environment, commitment to client-centered services, and ability to collaborate across clinical, housing, administrative, and financial teams.

Responsibilities

Contact clients about Case Manager and other staff changes; when staff leave, identify active caseloads, contact clients about urgent needs and pending reassignment, document contacts and concerns, and enter appropriate notes.
Ensure required assessments 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; confirm Case Manager engagement begins after authorization and enrollment processes are complete.
Maintain Specialty Program Enrollment information, including lease dates, voucher types, and landlord/property details; assist with Georgia Housing Voucher renewal and packet status, income forms, financial investigations, renewals, packet completion, and submission of completed or updated packets to Medical Records.
Support approved internal referrals; track referrals through admission, transfer, denial, or other disposition and coordinate follow-up on missing documentation or required actions.
Assist with tenant admissions, discharges, transfers, tenant agreements, renewals, annual income verification, and other housing eligibility documentation; document housing-related contacts and help track vacancies, occupancy, funding requirements, and program status.
Submit housing inspection requests and monitor status, results, deficiencies, and follow-up; communicate with landlords, clients, Case Managers, and program leadership about inspections, renewals, missing documents, and housing requirements.
Assist supervisors and managers with DBHDD spreadsheets, rosters, census reports, recurring meeting information, and time-sensitive information requests.
Monitor assigned Zendesk tickets and the [email protected] inbox, notify responsible staff, route communications and main-line calls to appropriate staff, and monitor follow-up on time-sensitive matters.
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 distribute the Housing/Specialty Programs staff directory and weekly On-Call list; coordinate on-call telephone-number changes and save and distribute current documents through designated channels.
Maintain accurate Crisis/HSP On-Call information across Teams and other designated platforms; ensure staff have current hotline coverage information and communicate the designated HSP/Crisis Hotline number.
Prepare and submit the Claratel monthly roster by the 10th; coordinate appropriate staff participation in DBHDD meetings and prepare requested updates about clients, apartments, inspections, funding, packets, and operations.
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 on payment processing and troubleshooting; track outstanding payments, follow up on reimbursements, prepare and track G3 documentation, coordinate approved client payment-card requests, and assist with grant and funding expenditure and receivable documentation.
Maintain accurate spreadsheets, logs, rosters, census information, databases, and electronic files; review records for missing, expired, or inconsistent information and assist management with operational monitoring and reporting.
Prepare information for weekly and monthly operational meetings and 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.
Provide general administrative support, coordinate information across departments, participate in staff meetings and required trainings, assist with special projects and revised workflows, maintain knowledge of applicable requirements, and perform other duties as assigned.