Admin Assistant II Hourly

Washington County Mental Health Services Inc; Barre (VT); On-site; USD 48,000 - 56,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement plan

Paid time off

Job summary

Washington County Mental Health Services is seeking an Administrative Assistant II to be the welcoming voice at the front desk and primary operator for calls. You will maintain records, manage calendars, and support staff across locations in a fast-paced environment, with a focus on discretion and confidentiality as required by HIPAA and 42 CFR Part 2.

You will handle client interactions with professionalism, assist with onboarding, and help ensure smooth day-to-day operations while maintaining

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Experience with electronic health records (EHR) systems and Microsoft Office is beneficial.
• Strong customer service skills, including de-escalation with clients in crisis.

Responsibilities

• Greet clients, visitors, families, vendors, and community partners warmly and professionally.
• Answer incoming calls promptly as the site's primary operator.
• Maintain electronic and paper files accurately and accessibly.
• Enter and update information in agency systems (EHR and other platforms) on time.
• Take meeting notes and support onboarding of new staff when applicable.
• Maintain staff calendars, coordinate meetings and interview logistics.
• Provide coverage for other administrative staff and support multiple locations as needed.

Skills

Customer service

De-escalation

Microsoft Office

Communication

Education

Associate degree in office administration or related field

Tools

EHR systems

Calendar software

Office communications systems

Job description

Administrative Assistant IIWhen someone walks through the doors of WCMHS — or calls our main line — you are the first person they meet. As our Administrative Assistant II, you will be the welcoming and reassuring voice that sets the tone for their experience. This role sits at the heart of day to day operations at one of our program or building locations. Front desk reception, phone and email communication are your primary focus, but you will also keep records organized, schedules running and your team supported. It is a dynamic environment calls come in, clients arrive and priorities shift. We are looking for someone who stays calm, organized and detail-focused through it all. And because you will handle sensitive information, discretion is essential: you will honor confidentiality requirements like HIPAA and 42 CFR Part 2 in everything you do.Summary of DutiesGreet clients, visitors, families, vendors, and community partners warmly and professionally. Answer incoming calls promptly as the site's primary operator.Maintain electronic and paper files that are accurate, current and available to authorized staff.Enter and update information in agency systems (EHR and other platforms) accurately and on time.Where applicable: Take meeting notes, prepare meeting materials and support new staff onboarding.Maintain calendars for staff, teams, and shared spaces — scheduling appointments, meetings and interviews. Coordinate meeting rooms, virtual meeting links and other meeting logistics.Support staff with routine administrative requests and participate in team meetings.Provide alternate coverage for other administrative staff; where applicable, serve as a floater for other locations.Compensation and BenefitsWCMHS provides a comprehensive benefits package including health, dental, vision, retirement, and a generous paid time off package including flexible holidays and 12 vacation days in year one.The starting pay range for this position is $24.96 per hour.Summary of QualificationsHigh school diploma or equivalent required; an associate degree in office administration, business or a related field is preferred.At least one year of administrative, reception or office support experience, two or more years preferred.Experience with electronic health records (EHR) systems and the Microsoft Office suite beneficial.Strong customer service skills including the ability to interact with clients who might be in crisis and to de-escalate situations per agency procedures.Knowledge of or ability to quickly learn confidentiality requirements, including HIPAA and 42 CFR Part 2.For more than 50 years, Washington County Mental Health Services (WCMHS) has served the Washington County community and the Orange County towns of Orange, Washington, and Williamstown. WCMHS provides education, support, and treatment to individuals and families living with mental health challenges, substance use issues, and developmental and intellectual disabilities. Providing accessible, high-quality services in the community, schools, and health care settings, we work toward positive outcomes for wellness with collaborative, inclusive, and compassionate care. Washington County Mental Health Services is "Where Hope and Support Come Together."