Administrative Assistant, Assertive Community Treatment #1725

LifeWorks NW; Milwaukie (OR); On-site; USD 37,000 - 43,000; Part time

Job summary

LifeWorks NW seeks an Administrative Assistant for the Assertive Community Treatment team in Milwaukie, OR. The role provides essential clerical support, meeting coordination, and data management to help the ACT program operate smoothly and deliver services to clients.

The position requires organizational skills, familiarity with MS Office, and the ability to handle confidential information with professionalism. 30 hours per week with a competitive benefits package.

Qualifications

• High school diploma or GED.
• At least 3 years of administrative support experience.
• Strong computer skills including Outlook, Word and Excel; ability to learn proprietary software.
• Effective communication and teamwork in a diverse environment.
• Must have access to a car and a valid driver’s license.

Responsibilities

• Schedule and coordinate ACT leadership meetings; take minutes; distribute documents.
• Maintain agency and ACT files (grants, contracts, licenses).
• Prepare invoicing paperwork for accounting; create reports and letters.
• Conduct data research and create graphic presentations for ACT leadership.
• Develop and maintain data tracking systems for program metrics.
• Answer calls and route messages; arrange travel for ACT staff.
• Perform general office duties and coordinate events as needed.
• Support fidelity-related tasks, data collection, and reports as required.

Skills

Outlook

Excel

Typing 60 wpm

Communication

Driver's license

Proprietary software

Education

High school diploma/GED

Tools

MS Word

Online scheduling software

Job description

Administrative Assistant, Assertive Community Treatment #1725

At LifeWorks NW, our work strengthens the health and wellbeing of individuals and families at every stage of life. Our mission is to promote a healthy community through high-quality, culturally responsive mental health, addiction, and prevention services that create real, lasting change. Guided by our values of recovery and resilience, relationships, and results, we partner closely with clients and communities to reduce stigma and build pathways to stability and hope. If you want your work to make a meaningful difference beyond the walls of an office, we invite you to join us.

The Assertive Community Treatment Program is designed to ensure that clients with the most severe and persistent mental illnesses receive an array of wrap around services that will assist them in living in their chosen communities as independently as possible, assist in connecting them with appropriate medical services and decrease inpatient hospitalizations and/or encounters with law enforcement.

The Administrative Assistant provides administrative support to the Assertive Community Treatment team.

Location: This position is based out of LifeWorks NW's Milwaukie site.

Pay/Benefits: $27.02-$31.00 per hour, plus full comprehensive benefits . This position is 30 hours per week. This position is also eligible for $1.50 per hour for a program differential.

Salary Placement Notice: The posted salary range reflects the compensation potential for this role. Most candidates will be placed between the entry level and midpoint of the range, depending on their experience and qualifications. However, more seasoned professionals with extensive exact or similar experience may be considered for placement toward the higher end of the range. Final salary offers are made in alignment with internal compensation processes in accordance with Oregon Pay Equity laws.

• Schedule and coordinate meetings for ACT leadership. Responsible for taking minutes at meetings as needed. Distribute all documents and reports.
• Maintain agency and ACT team files, including grants, contracts, and site licenses.
• Prepare paperwork for invoicing to go to accounting, reports, memos, letters, and other documents both with and without a computer.
• Conduct research, compile data, and create graphic presentations for consideration and presentation by ACT leadership.
• Develop and maintain tracking systems for large amounts of data for program metrics.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Make travel arrangements for ACT staff in the service area as needed.
• Perform general office duties such as ordering supplies, credit card reconciliations for ACT leadership.
• Provide clerical support with grants, including coordination of workflow, document preparation, proofreading, and delivery of the finished product.
• Coordinate events (training and otherwise) as assigned by ACT leadership, including managing invitations and/or registrations, preparation of materials, room and equipment preparation, and arranging meals and refreshments if necessary.
• TMACT Fidelity Support including prepare for reviews, maintain fidelity binders, collect evidence, self-audits, track fidelity metrics (staff: client ratios, caseloads, service frequency, community contacts), resolve documentation/data gaps
• Some Quality Assurance tasks related to billing compliance checks, encounter accuracy, state reporting requirements, fidelity/QI workflow optimization
• Provide some client-facing admin such as appointment reminders, transportation coordination, resource distribution
• Responsibilities may include data entry, referencing information on the computer, scheduling, running basic reports.
• Check e-mail/voice mail daily when working; respond to calls within 48 hours or sooner if appropriate.
• Coordinate the ACT team calendar. Open, sort, and distribute incoming correspondence, including faxes.
• Travel between sites or in the community.

Requirements:

• High school diploma/GED.
• A minimum of three years of prior experience providing administrative support and/or formal education.
• Good computer skills including a functional knowledge of Outlook, Word and Excel. Ability to master proprietary software which may include online scheduling and billing. Must be able to keyboard 60 wpm.
• Demonstrates effective communication skills and maintains a cooperative working relationship with others in a culturally diverse environment.
• Requires access to a car and valid driver's license.