Crisis Services Administrative Assistant

bellefairejcb; Shaker Heights (OH); On-site; USD 45,000 - 50,000; Full time

Benefits offered by this job

Healthcare: Medical, dental, vision, &

Education Perks: MSW tuition discount

403(b) retirement plan with employer  

PTO & holidays + 24/7 EAP

Fertility/IVF coverage; childcare FSA;

Job summary

Bellefaire JCB in Shaker Heights, OH, seeks an Administrative Assistant to support the Community Crisis and Trauma Department. Under supervision, you will ensure timely processing of client information, schedule coordination, and confidential handling of materials.

The role requires 2–3 years of office experience, a high school diploma, and proficiency with EHR systems. You will verify insurance, maintain records, and assist with program operations while upholding privacy and agency policies.

Qualifications

• Education: Minimum High School Diploma required.
• Licensure: None
• Skills/Competencies: core expertise, independent judgment, cultural competency, interpersonal communication, professional conduct, collaboration, problem solving.
• Experience: 2-3 years of office experience required.

Responsibilities

• Check and verify client insurance (Medicaid and commercial) as needed.
• Enter new clients into the agency EHR and maintain records (scanning, auditing, updating).
• Support programs/departments: file maintenance, scanning, answering phones, scheduling, meeting coordination.
• Maintain agency platforms (Matchforce, JazzHR, DMS) as needed.
• Maintain client and office supplies.
• Assist providers with appointments: reminders via calls, texts, emails.
• Handle per diem billing as required by program.
• Participate in special projects as assigned.

Skills

Core Expertise

Independent Judgment

Cultural Competency

Interpersonal Communication

Professional & Ethical Conduct

Collaboration and Teamwork

Problem Solving & Decision Making

Education

High School Diploma

Tools

Matchforce

JazzHR

DMS

Job description

SALARY AND BENEFITS

Salary range is $45,000 - $50,000 / year depending on relevant education and experience.

At Bellefaire, we prioritize our employees and their wellbeing. We provide competitive benefit options to our employees and their families, including domestic partners and pets.

Our offerings include:

• Healthcare: Comprehensive medical (free option available), dental, vision & FSAs
• Education Perks: 50% CWRU MSW tuition discount & free supervision for licensed roles
• Financial Security: 403(b) retirement plan with employer match
• Work-Life Balance: Generous PTO, paid holidays, and 24/7 EAP support
• Family Care: Fertility/IVF coverage, childcare FSA, and pet insurance

QUALIFICATIONS

1. Education: Minimum High School Diploma required.
2. Licensure: None
3. Skills/Competencies:
   1. Core Expertise: Possesses skill, knowledge and abilities to perform the essential duties of their role; keeps knowledge up to date.
   2. Independent Judgment: Ability to perform job responsibilities with a high degree of initiative and independent judgment.
   3. Cultural Competency: Demonstrates awareness, sensitivity and skills in working professionally with diverse individuals, groups and communities who represent various cultural and personal background and characteristics.
   4. Interpersonal Communication: Communicates clearly using verbal, nonverbal, and written skills in a professional context; demonstrates clear understanding and use of professional language.
   5. Professional & Ethical Conduct: Adheres to professional values such as honesty, personal responsibility, and accountability; Applies ethical concepts within scope of work and adheres to Agency policies and procedures.
   6. Collaboration and Teamwork: Functions effectively as a member of a professional team that includes employees, clients and family members.
   7. Problem Solving & Decision Making: Recognizes problems and responds appropriately; gathers information and sorts through it to identify and address root cause issues; makes timely decisions.
4. Experience: 2-3 years of office experience required.

AGENCY SUMMARY

Bellefaire JCB is among the nation's largest, most experienced child service agencies providing a variety of behavioral health, substance abuse, education and prevention services. Through more than 25 programs, we help more than 30,000 youth and their families each year achieve resiliency, dignity and self-sufficiency.

Check out "Bellefaire JCB: Join Our Team" on Vimeo!

JOB SUMMARY

Under the direction of the Director of Community Crisis and Trauma and the Chief Clinical Officer, the Administrative Assistant is an integral part of the Continuous Quality Improvement process of BJCB. The Administrative Assistant works proactively within the Community Crisis and Trauma Department to ensure all department work is completed in a timely and efficient manner and discretion is exercised in handling written and verbal material that is confidential and personal in nature. Further, the Administrative Assistant ensures that client information disseminated outside the Agency conforms to all appropriate internal and external rules and regulations.

ESSENTIAL DUTIES

1. Check, and verify client insurance (i.e. Medicaid & Commercial Insurance) as needed.
2. Responsible for entering new clients into agency Electronic Health Record (EHR). Maintain client records in the Agency EHR, including, but not limited to, scanning, auditing, and updating client information.
3. Provide support to all designated programs/departments including, but not limited to, maintaining files, scanning, and answering the phone as required and needed, assisting with scheduling, and coordination of meetings.
4. Assist with ongoing maintenance of Agency platforms used within programs (i.e., Matchforce, JazzHR, DMS).
5. Maintaining client and office supplies.
6. Assist providers with appointments including reminder phone calls, texts, emails, and scheduling.
7. Responsible for per diem billing as required by program.
8. Responsible for special projects as assigned.

OTHER DUTIES

1. Attend scheduled staff meetings, supervision, and on-going training.
2. All required trainings, certifications and licensure must be kept current in accordance with applicable licensing and accreditation regulations and standards.
3. Respect the privacy of clients and hold in confidence all information obtained during the client's treatment. All client-related documents should be handled in accordance with Agency guidelines on confidential material.
4. Maintain high standards of ethical and professional conduct and adhere to Agency policies and procedures.
5. Other duties as assigned by management.

Bellefaire JCB is an equal opportunity employer, and hires its employees without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability or any other status protected by federal, state or local law.

Bellefaire JCB is a partner agency of the Wingspan Care Group, a non-profit administrative service organization providing a united, community-based network of services so member agencies can focus on mission-related goals and operate in a more cost-effective and efficient manner.