Administrative Assistant

Mental Health Association - Western MA; Chicopee (MA); On-site; USD 26,174 - 28,929; Full time

Benefits offered by this job

Health Care Plan (Medical, Dental & Vision)

Retirement Plan (403B, IRA)

Paid Time Off (Vacation, Sick & Public Holidays)

Family Leave (Maternity, Paternity)

Long Term Disability

Job summary

The Mental Health Association - Western MA is seeking an Administrative Assistant to support the Division of Recovery Services. This role involves managing records, assisting with scheduling, and ensuring efficient operations within a compassionate team dedicated to helping individuals navigate mental health and substance use challenges.

The ideal candidate has strong organizational skills, experience in administrative work, and is proficient in Microsoft Office. Benefits include health care plans and paid time off, with a pay range of $19 - $21 per hour.

Qualifications

• Proven administrative experience with a background in human services.
• Strong ability to manage multiple priorities.
• Valid driver’s license with a reliable vehicle.

Responsibilities

• Maintain records in both physical and electronic formats.
• Utilize health record systems to generate reports.
• Assist with management of schedules and enrollments.

Skills

Organizational skills

Interpersonal skills

Microsoft Office proficiency

Adaptability

Job description

Position Summary

The Administrative Assistant works as a part of an administrative team and alongside the Vice President of Recovery Services to ensure the smooth operation of quality services within the Division of Recovery Services. A successful candidate will have proven administrative experience with a background in human services, case management, basic data entry and analysis, and electronic health records. The Administrative Assistant should be highly organized with a passion for strengthening systems and working alongside a diverse team which oversees programs across multiple contacts. The ability to work with others, to manage time efficiently, to teach and train others and to be flexible in learning new skills and systems are key components of this position.

Pay Range: $19 - $21 an hour

Open Shift: Monday through Friday 9am-5pm (40hrs)

Key Responsibilities

• Maintain records in physical and electronic form. Assist with chart set up for new enrollments
• Utilize the electronic health record and other software systems to generate reports and maintain tracking systems
• Data entry into electronic health records and other software systems
• Regular review and management of insurance information and authorizations in the electronic health record
• Provide assistance with wait list management, admission and provider scheduling
• Assist in management of master schedules, open positions, and onboarding
• Track and manage enrollments and disenrollments for multiple programs
• Assist with supply tracking, supply ordering, training registration and division event planning
• Maintain tracking systems for spending and receipt collection for division expenses
• Record and send out minutes for program and division meetings, as needed
• Assist programs in preparation for licensing and accreditation
• Other duties as assigned by the Vice President of Recovery Services

About the Division of Recovery Services (DRS)

The Division of Recovery Services (DRS) supports individuals of all ages navigating mental health and substance use challenges. Our youth residential programs provide a safe, structured environment for adolescents involved with the Department of Children and Families (DCF) to address behavioral health needs. For adults, DRS offers residential and outreach support for those in recovery or living with addiction, including many with co-occurring mental health concerns. Through compassionate, trauma-informed care, we help individuals build coping skills, restore stability, and work toward long-term recovery and wellness.

Equal Opportunity Statement

The Mental Health Association is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

• Valid driver’s license, reliable vehicle, acceptable driving record, and sufficient insurance.
• Effective organizational skills and the ability to manage multiple priorities regularly.
• Strong interpersonal skills, patience, caring and compassion and the ability to work with a diverse team, vendors and collateral contacts effectively.
• Proficiency in Microsoft Office products including Word, Excel, Outlook, One Note and ability to learn new software systems required.
• Proficient with administrative processes such as phone calls, emails, scanning, copying, scheduling, reporting and tracking.
• Excellent communication and relational skills and ability to represent division programs with contacts outside of the agency.

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (403B, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Long Term Disability
• $19 - $21 an hour