Administrative Assistant

Job Code:  43-6014

Salary: $16.10 - $26.48

Status: Full-Time, Non-Exempt

Location:  SRMT Health Services

Telecommute: No

Reports To: Mental Health Director

Department:  Mental Health

Fleet:  No

Mandated Reporter: Yes

Background: PL 101-630
 

SUMMARY: The Administrative Assistant serves as the first point of contact for clients, families, and community members seeking mental health services. This role provides front-desk reception, administrative support, and initial response to crisis phone calls and walk-ins in a calm, professional, and trauma-informed manner. The position requires strong organizational skills, emotional resilience, confidentiality, and the ability to follow established crisis and safety protocols.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Mandated Reporter: Must become a mandated reporter prior to having contact with children in a job-related capacity and maintain that status throughout employment. This includes completing any necessary training and adhering to all reporting obligations as defined by applicable laws and tribal policies. 

Reception & Front Desk Duties

• Greets clients, visitors, and staff in a respectful, welcoming, and professional manner
• Answers, screens, and routes incoming phone calls, including crisis-related calls
• Manage walk-in traffic, including individuals experiencing emotional distress
• Maintain a safe, calm, and respectful reception and waiting area
• Schedule appointments and manage calendars
• Maintain sign‑in sheets, visitor logs, and reception records

Crisis Phone Call & Walk‑In Response

• Serve as the initial point of contact for individuals presenting in crisis
• Utilize trauma‑informed communication and de‑escalation techniques
• Gather essential information while maintaining safety and professionalism
• Immediately notify clinical staff or supervisors per established protocols
• Activate emergency procedures when indicated
• Document all crisis interactions accurately and confidentially

Administrative & Clerical Support

• Perform general clerical duties including filing, scanning, copying, and data entry
• Maintain orderly and confidential client records in compliance with HIPAA
• Assist clients with intake paperwork, consent forms, and releases of information
• Support program operations including meetings, correspondence, and supply ordering
• Type assessments, letters, discharge summaries and other documents as required.
• Assisting with purchase requisitions, travel requests, and ordering office supplies as needed.
• Create, submit, track and file Adobe documents.
• Attend outreach events and training as requested
• Other duties as assigned. 

SUPERVISORY RESPONSIBILITIES: There are no supervisor requirements for this position.

EDUCATION AND/OR EXPERIENCE:

High School diploma or GED 

AND

Two (2) years in a behavioral or medical office setting as an office manager, administrative assistant and/or receptionist or related work.

OR

Associate’s degree in mental health, behavioral health or human services field

AND

1 year experience in a behavioral health field PREFERRED.

OTHER SKILLS and ABILITIES: Strong interpersonal, oral and written communication skills required. Proven ability to work independently and within a team and excellent organizational skills. Strong verbal and written communication skills.  Ability to remain calm and professional in high‑stress or crisis situations. Have knowledge of Microsoft Word, Microsoft Excel, and electronic records for performing job duties. Willing to become Certified Peer Specialist within six months. Computer testing may be a requirement during the interview process. Willingness to learn behavioral health and medical terminology.

The successful candidate must pass a drug test and background check prior to employment. Subject to criminal background and child abuse/neglect checks through the New York State Justice Center and State Central Registry, respectively.