Administrative Support Assistant - Rolla

State of Missouri; Rolla (MO); On-site; USD 38,000 - 54,000; Full time

Job summary

State of Missouri, Department of Mental Health, Rolla Satellite Office, is seeking an Administrative Support Assistant to manage consumer files, records requests, and front desk duties in Rolla, MO. You will maintain files, operate CIMOR and SMART systems, process discharges/transfers, coordinate with statewide teams, and support daily office operations with professionalism and accuracy.

Typical hours are 8:00 AM to 5:00 PM, Monday through Friday, with flexible schedules and no on-call

Qualifications

• General office practices knowledge.
• Proficient in Microsoft 365 programs.
• Ability to maintain clerical records and interact with the public.
• Proficient writing and professional communication skills.

Responsibilities

• Maintain, organize, and update consumer records and trackers.
• Process, scan, ship, and manage records requests using listed systems.
• Create and manage consumer folders and coordinate statewide transfers.
• Support front desk coverage, intake tasks, and shredding coordination.
• Collaborate with statewide teams and participate in trainings.
• Communicate effectively with providers, coworkers, and supervisors.

Skills

General office practices

Microsoft 365

Clerical records management

Professional communication

Tools

SMART CIMOR

FTP

Shared drives

Job description

Rolla Satellite Office Administrative Support Assistant

(CIC - Client Information Coordinator)

Typical working hours: 8:00 AM to 5:00 PM, Monday through Friday.

Flexible Schedules/No On-call

Location:

This position is domiciled at the Rolla Satellite Office, 105 Fairgrounds Rd. Rolla, MO 65402

Why you'll love this position

The Missouri Department of Mental Health is dedicated to the prevention, treatment, and public understanding of mental illness and developmental disabilities. By joining our team YOU can make a difference in the lives of those impacted by a mental illness or developmental disability so they can have the opportunity to pursue their dreams, live their lives to the fullest, and be a valued member of their communities.

Role Description

This position is responsible for the day-to-day tracking and monitoring of all consumer files for the Rolla Satellite office area and throughout the state.

Expectations

• Maintain, organize, and update consumer files, trackers, and the file room, including discharges, transfers, and deaths.
• Process, scan, ship, and manage records requests in alignment with division policies, using systems like SMART, microfilm equipment, shared drives, FTP, and zip files.
• Open, close, and update episodes of care (EOCs) and consumer information in CIMOR, including demographics, diagnoses, programs, commitments, and regional transfers.
• Create and maintain consumer folders for new transfers, oversee the regional transfers inbox, and coordinate smooth transitions with statewide stakeholders.
• Assist with general administrative duties such as front desk coverage, answering phones/doors, handling intakes, and coordinating shred pickups.
• Collaborate with statewide team members through meetings, communication, and professional development trainings while following department regulations and guidelines.
• Communicate effectively with individuals, providers, coworkers, and supervisors, and support the regional office with additional tasks as needed.

Essential Functions

• Maintain, organize, and update consumer records, trackers, the file room, and SMART/CIMOR entries, including discharges, transfers, deaths, demographics, and diagnoses.
• Process, scan, ship, and manage records requests using microfilm, shared drives, FTP, and other systems while following division policies.
• Create and manage consumer folders, oversee the regional transfers inbox, and coordinate transitions with statewide stakeholders.
• Support administrative operations such as front desk coverage, intake tasks, shred coordination, meetings, communication, and general office assistance.
• Follow department guidelines, complete required trainings, and communicate effectively with providers, coworkers, and supervisors.

Typical Qualifications

1-3 years of relevant experience. (Substitutions may be allowed.)

• Knowledge of general office practices.
• Proficient in Microsoft 365 programs.
• Ability to maintain clerical records, operate basic office equipment, and interact on the telephone or in person with the public.
• Applicants must be well organized, able to successfully manage work priorities, meet timelines, work on multiple projects and must possess proficient writing and professional communication skills.

More Reasons To Love This Position

The State of Missouri offers an excellent benefits package that includes a defined pension plan, generous amounts of leave and holiday time, and eligibility for health insurance coverage. Your total compensation is more than the dollars you receive in your paycheck. To help demonstrate the value of working for the State of Missouri, we have created an interactive Total Compensation Calculator. This tool provides a comprehensive view of benefits and more that are offered to prospective employees. The Total Compensation Calculator and other applicant resources can be found here.