Operations Administrative Assistant

South Lane Mental Health Services Inc; Cottage Grove (OR); On-site; USD 42,000 - 52,000; Full time

Job summary

South Lane Mental Health is seeking an Operations Administrative Assistant in Cottage Grove, OR. This full-time clerical role serves as the first contact for clients and visitors, handles reception duties, and provides administrative support across the Operations department.

The position covers front desk tasks, processes payments, assists with forms, and supports IT coordination and calendar management. A high school diploma and 3+ years of office experience are expected, with trauma-informed,

Qualifications

• Strong customer service skills and a welcoming, professional demeanor in person and on the phone.
• Strong attention to detail and accuracy.
• Ability to track confidential and sensitive client and employee information.
• Effective written and verbal communication skills.
• Ability to manage multiple tasks, priorities, and deadlines.
• Ability to work independently and as part of a team.

Responsibilities

• Greet clients, visitors, and callers in a friendly, professional, and welcoming manner.
• Answer direct phone calls and respond to general inquiries.
• Check clients into the electronic health record system and notify clinicians of their arrival.
• Collect copays and other client payments and provide receipts as needed.
• Assist clients with completing required forms and paperwork.
• Enter client contact information into the electronic health record system and scan required documents.
• Distribute petty cash and client funds as needed and maintain accurate documentation.
• Maintain welcoming and organized reception, lobby, and common areas, ensuring supplies are stocked and available.
• Maintain an in-person office presence.
• Process incoming and outgoing mail, faxes, and other correspondence.
• Provide services in a respectful, trauma-informed manner and support a positive client experience.
• Other duties as requested
• Assist with external IT work orders, scheduling, ordering, and support.
• Assist with new employee onboarding and IT equipment tracking.
• Assist with new office set up and furniture tracking.
• Assist the operations department (HR, Accounting, and Facilities) with data entry, file uploading, and monitoring emails, as needed.
• Provide support with managing room/office calendars.
• Tracking and uploading supervision notes and mileage forms.
• Other duties as requested.
• Meet requirements regarding productivity and dependability.
• Participate in team and departmental meetings.
• Participate in completeness and quality reviews as required.
• Engage in continuing education activities and trainings.
• As required, positively represent SLMH in the community and with other service providers,and/or act as a liaison with other organizations or with internal committees/cross departmental teams.
• Perform all duties in a respectful and responsible manner, both with clients and coworkers, andin a manner that meets all professional ethical standards.
• Additional duties as requested

Skills

Customer service

Attention to detail

Communication

Multitasking

Microsoft Office

EHR systems

Education

High school diploma or GED

3+ years office experience

Tools

Microsoft Office

Electronic health record systems

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Operations Administrative Assistant

Full Time Clerical Cottage Grove, OR, US

2 days ago Requisition ID: 1058

Reports to: Facilities Manager

Status: Non- Exempt

Base Wage: $23.00

About Us

South Lane Mental Health is a rural nonprofit committed to providing trauma-informed, client-centered care to community members from childhood through adulthood, including those with severe and persistent mental illness. We serve a diverse population and collaborate across disciplines to ensure holistic, compassionate support. Our work culture mirrors our clinical values: collaborative, supportive, flexible, and rooted in respect for lived experience.

Position Summary

The Operations Administrative Assistant is a dual role that serves as the first point of contact for clients, visitors, and callers, providing a welcoming and professional experience as well as administrative support for managers within the Operations department. This position is responsible for covering reception desks, assisting clients, answering and directing inquiries, collecting copays and other payments, and checking in clients. This position is also responsible for supporting operation department duties including but not limited to calendar manager, work ticket management, IT coordination, and data entry.

Key Responsibilities

Front Desk and Reception Coverage

• Greet clients, visitors, and callers in a friendly, professional, and welcoming manner.
• Answer direct phone calls and respond to general inquiries.
• Check clients into the electronic health record system and notify clinicians of their arrival.
• Collect copays and other client payments and provide receipts as needed.
• Assist clients with completing required forms and paperwork.
• Enter client contact information into the electronic health record system and scan required documents.
• Distribute petty cash and client funds as needed and maintain accurate documentation.
• Maintain welcoming and organized reception, lobby, and common areas, ensuring supplies are stocked and available.
• Maintain an in-person office presence.
• Process incoming and outgoing mail, faxes, and other correspondence.
• Provide services in a respectful, trauma-informed manner and support a positive client experience.
• Other duties as requested

Operations Administrative Duties

• Assist with external IT work orders, scheduling, ordering, and support.
• Assist with new employee onboarding and IT equipment tracking.
• Assist with new office set up and furniture tracking.
• Assist the operations department (HR, Accounting, and Facilities) with data entry, file uploading, and monitoring emails, as needed.
• Provide support with managing room/office calendars.
• Tracking and uploading supervision notes and mileage forms.
• Other duties as requested.

Complete administrative and continuing education responsibilities

• Meet requirements regarding productivity and dependability.
• Participate in team and departmental meetings.
• Participate in completeness and quality reviews as required.
• Engage in continuing education activities and trainings.
• As required, positively represent SLMH in the community and with other service providers,and/or act as a liaison with other organizations or with internal committees/cross departmental teams.
• Perform all duties in a respectful and responsible manner, both with clients and coworkers, andin a manner that meets all professional ethical standards.
• Additional duties as requested

Qualifications

Education and Experience:

• High school diploma or GEDrequired.
• Minimum ofthreeyears of experience in an office or administrative setting.
• Experience in a behavioral health, healthcare, or mental health setting preferred.

Skills, Knowledge, and Abilities:

• Strong customer service skills anda welcoming, professional demeanor in person and on the phone.
• Strong attention to detail and accuracy.
• Ability to track confidential and sensitive client and employee information.
• Effective written and verbal communication skills.
• Ability to manage multiple tasks, priorities, and deadlines.
• Ability to work effectively with individuals from diverse backgrounds.
• Ability to work independently and as part of a team.
• Ability to learn and adapt to new systems.
• Proficient computer skills, including Microsoft Office and electronic record systems.
• Strong organizational and time-management skills .

Working conditions and physical requirements:

• This position is office-based and involves extended periods of sitting and computer work.
• Regular communication with clients, staff, and community partners is required.
• Occasional lifting of files or office materials, as well as bending, standing, and reaching, may be required.
• Limited travel between agency office locations may be necessary.
• Requires use Personal cell phone for work- related communication applications

Reasonable Accommodation

South Lane Mental Health will provide reasonable accommodations to qualified applicants and employees with disabilities in accordance with applicable federal and Oregon law.

South Lane Mental Health is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, marital status, or any other status protected by federal, state, or local law.

Job Description Disclaimer

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. South Lane Mental Health reserves the right to modify, add, or remove duties and responsibilities as organizational needs change.