Administrative Assistant

Mental Health Association - Western MA; Town of Springfield, Holyoke (WI, MA); On-site; CAD 26,000 - 29,000; Full time

Benefits offered by this job

Health Care Plan (Medical, Dental &amp

Retirement Plan (403B, IRA)

Paid Time Off (Vacation, Sick & PH

Family Leave (Maternity, Paternity)

Long Term Disability

Job summary

Mental Health Association is seeking an Administrative Assistant to support the GRIT program’s management team in a residential rehabilitation setting. The role coordinates office operations, handles billing, registers individuals for services in an electronic health system, and maintains records with a focus on compliance and timely delivery.

The position reports to the Program Director and collaborates with the Fiscal Department, staff, and external vendors.

Qualifications

• Experience in customer service, front desk coordination, and administrative support.
• Proficient with electronic health record systems and data entry.
• Ability to verify insurance, billing preparation, and regulatory documentation.
• Bilingual in English/Spanish preferred.

Responsibilities

• Register new individuals seeking services in the electronic health record system.
• Coordinate with vendors regarding deliveries, purchases, and maintenance.
• Schedule meetings and appointments with internal departments and external contacts.
• Take and distribute meeting minutes as needed.
• Verify insurance eligibility using online and telephone systems.
• Prepare, enter, and submit billing data accurately and on time.
• Act as a liaison between departments and administrative professionals.
• Provide administrative training and support to supervisors and staff.
• Compile reports, make copies, and manage physical and digital data.
• Scan and upload documentation to electronic systems promptly.
• Ensure all administrative documentation meets regulatory standards and deadlines.
• Collaborate with the Program Director and Fiscal Department on third-party billing, coding, and documentation.
• Work effectively with interdisciplinary team members.
• Participate in agency licensing and accreditation processes.

Skills

Customer service

Front desk coordination

Administrative support

Insurance verification

Billing data entry

Data entry

Organizational skills

Communication

Time management

Bilingual English/Spanish

Tools

Electronic health record systems

Microsoft Office

Job description

Position Summary

The Administrative Assistant supports the management team in a residential rehabilitation setting by coordinating office operations, managing billing processes, registering individuals for services, and maintaining records in an electronic health system. This role involves direct communication with clients, staff, and external vendors, while ensuring that administrative and compliance tasks are completed in a timely, organized, and professional manner.

Pay Rate: $19-$21 an hour

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

Key Responsibilities

• Register new individuals seeking services into the electronic health record system.
• Coordinate with vendors regarding deliveries, purchases, and maintenance.
• Schedule meetings and appointments with internal departments and external contacts.
• Take and distribute meeting minutes as needed.
• Verify insurance eligibility using online and telephone systems.
• Prepare, enter, and submit billing data accurately and on time.
• Act as a liaison between departments and administrative professionals.
• Provide administrative training and support to supervisors and staff.
• Compile reports, make copies, and manage physical and digital data.
• Scan and upload documentation to electronic systems in a timely manner.
• Ensure all administrative documentation meets regulatory standards and deadlines.
• Collaborate with the Program Director and Fiscal Department to manage third-party billing, coding, and documentation.
• Work effectively with members of the interdisciplinary team.
• Actively participate in agency licensing and accreditation processes.

About the GRIT Program

The GRIT program at MHA provides residential rehabilitation for individuals with substance use challenges and co-occurring mental health conditions. Residents participate in individualized counseling, recovery-focused programming, and community activities such as education, job training, or employment, all within a structured and supportive environment. With locations in Springfield (men’s programs) and Holyoke (LGBTQIA+ program), GRIT combines the comforts of home with access to vital resources. A skilled, multidisciplinary team works closely with each resident to support recovery, personal growth, and long-term stability, while creating personalized aftercare plans for a successful return to the community.

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, safe and reliable vehicle, and acceptable driving record preferred
• Experience in customer service, front desk coordination, and administrative support
• Skilled in verifying insurance, billing preparation, and data entry
• Proficient with electronic health record systems and general computer applications
• Strong organizational, communication, and time management skills
• Ability to work collaboratively with diverse teams and external partners
• Bilingual in English/Spanish preferred

• 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