Administrative Assistant - DeWitt

Heritage Behavioral Health Center- HBHC; Decatur (IL); On-site; USD 35,000 - 52,000; Full time

Job summary

Heritage Behavioral Health Center – HBHC in Illinois is seeking an Administrative Assistant for the Dewitt Location. The role provides administrative support to programs and ensures a welcoming, trauma-informed experience for clients seeking mental health and other services.

You will greet clients, coordinate scheduling with multiple providers, manage data entry and records, and help maintain office supplies and documentation while upholding HIPAA and confidentiality in a fast-paced healthcare

Qualifications

• High school diploma or equivalent required.
• Valid driver's license, reliable transportation, and insurance required.
• Prior experience in mental health, social services, or healthcare setting preferred.

Responsibilities

• Frontline engagement: warmly greet individuals seeking services and provide trauma-informed customer service.
• Communication hub: facilitate smooth communication between clients, providers, and program staff.
• Resource connection: provide information about internal and community resources.
• Administrative support: assist with various administrative tasks.
• Office coordination: maintain organized workspace and monitor supplies.
• Client scheduling: coordinate and schedule appointments with multiple providers.
• Client and billing records: maintain accurate, confidential client files and billing info.

Skills

Trauma-informed service

Interpersonal skills

Crisis sensitivity

Team collaboration

Microsoft Office proficiency

Attention to detail

Adaptability

Reliability

HIPAA knowledge

Education

High school diploma or equivalent

Driver's license and reliable transportation

Experience in mental health/healthcare setting preferred

Tools

Microsoft Office Suite

Electronic Health Records (EHR)

Job description

Job Title: Administrative Assistant – Dewitt Location

Reports to: Administrative Director

Accountable to: Senior Administrative Director and Chief Operating Officer

Position Overview

The Administrative Assistant – Dewitt Location serves as a vital point of contact for individuals seeking mental health and other services, ensuring a welcoming, professional, and trauma-informed experience. This role provides administrative support to programs from the Dewitt County Office while upholding principles of respect, safety, and collaboration.

Knowledge, Skills, and Abilities

• Trauma-Informed Customer Service: Understanding of trauma-informed principles and ability to create a welcoming, safe, and supportive environment for clients and guests.
• Strong Interpersonal Skills: Ability to engage with clients, staff, and community partners with empathy, active listening, and professionalism.
• Crisis Sensitivity: Ability to remain calm, provide appropriate responses, and connect individuals to support when distress or crisis arises.
• Team Collaboration: Works effectively as part of an interdisciplinary team in a healthcare setting.
• Proficiency in Microsoft Office: Competence in Word, Excel, Outlook, and Teams, along with electronic health records.
• Attention to Detail & Organization: Ability to manage scheduling, reminders, data entry, and document organization with accuracy.
• Adaptability: Comfortable navigating ambiguity, change, and evolving program needs in a dynamic integrated health environment.
• Reliability and Attendance: Demonstrated record of strong, dependable attendance.
• Independent and Team-Based Work: Proven ability to work effectively both as part of a team and independently.
• HIPAA Knowledge and Confidentiality: Knowledge of HIPAA requirements and the ability to protect confidential client information in accordance with organizational policies and applicable regulations.

Core Responsibilities

• Frontline Engagement: Warmly greet individuals presenting for services, answer inquiries, and provide trauma-informed customer service.
• Communication Hub: Facilitate smooth communication between clients, providers, and program staff to enhance service delivery.
• Resource Connection: Provide clients with information about available internal and community-based resources.
• Administrative Support: Assist with various administrative tasks.
• Office Coordination: Maintain an organized workspace, assist in monitoring sufficient office supplies, and handle filing, copying, and scanning.
• Client Scheduling: Coordinate and schedule client appointments with multiple providers, ensuring accurate, timely communication of appointment information.
• Client and Billing Records: Maintain accurate, complete, and up-to-date client files and billing information while safeguarding confidentiality.

Education and/or Licensure Requirements

• High school diploma or equivalent.
• A valid driver's license, reliable means of transportation, and proof of automobile insurance coverage are required.
• Prior experience in a mental health, social services, or healthcare setting preferred.