Administrative Assistant

Position SummaryThe Administrative Assistant supports the management team in a residential rehabilitation setting by coordinating office operations, managing billing processes, registering individuals for services, and maintaining records in an electronic health system. This role involves direct communication with clients, staff, and external vendors, while ensuring that administrative and compliance tasks are completed in a timely, organized, and professional manner.Pay Rate: $19-$21 an hourOpen Shift: Monday through Friday 9am-5pm (40hrs)Key ResponsibilitiesRegister new individuals seeking services into the electronic health record systemCoordinate with vendors regarding deliveries, purchases, and maintenanceSchedule meetings and appointments with internal departments and external contactsTake and distribute meeting minutes as neededVerify insurance eligibility using online and telephone systemsPrepare, enter, and submit billing data accurately and on timeAct as a liaison between departments and administrative professionalsProvide administrative training and support to supervisors and staffCompile reports, make copies, and manage physical and digital dataScan and upload documentation to electronic systems in a timely mannerEnsure all administrative documentation meets regulatory standards and deadlinesCollaborate with the Program Director and Fiscal Department to manage third-party billing, coding, and documentationWork effectively with members of the interdisciplinary teamActively participate in agency licensing and accreditation processesAbout The GRIT ProgramThe GRIT program at MHA provides residential rehabilitation for individuals with substance use challenges and co-occurring mental health conditions. Residents participate in individualized counseling, recovery-focused programming, and community activities such as education, job training, or employment, all within a structured and supportive environment. With locations in Springfield (men's programs) and Holyoke (LGBTQIA+ program), GRIT combines the comforts of home with access to vital resources. A skilled, multidisciplinary team works closely with each resident to support recovery, personal growth, and long-term stability, while creating personalized aftercare plans for a successful return to the community.Equal Opportunity StatementThe Mental Health Association is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.RequirementsValid driver's license, safe and reliable vehicle, and acceptable driving record preferredExperience in customer service, front desk coordination, and administrative supportSkilled in verifying insurance, billing preparation, and data entryProficient with electronic health record systems and general computer applicationsStrong organizational, communication, and time management skillsAbility to work collaboratively with diverse teams and external partnersBilingual in English/Spanish preferredBenefitsHealth Care Plan (Medical, Dental & Vision)Retirement Plan (403B, IRA)Paid Time Off (Vacation, Sick & Public Holidays)Family Leave (Maternity, Paternity)Long Term Disability$19 - $21 an hour